What to buy and bring for a staff weekend

A staff weekend needs more than meals and drinks. Plan supplies for shared breakfasts, buffet meals, coffee breaks, room and venue setup, evening activities, and time outdoors. Use the participant list and dietary requirements to calculate quantities, then check what the venue already provides before shopping. The list below covers the practical items that are easy to forget, from serving platters and coolers to extension cords, route information, and spare charging cables.

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What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Tablesqty 6
Chairsqty 35
Buffet tablesqty 2
Coat racksqty 2

Tableware

Reusable platesqty 40
Reusable bowlsqty 40
Reusable glassesqty 50
Coffee cupsqty 35
Cutlery setsqty 40
Serving plattersqty 8
Serving spoonsqty 6

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Coolersqty 4
Thermos flasksqty 4
Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 4

Equipment

Bluetooth speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Charging cablesqty 6

Lighting

String lightsqty 4
Battery lanternsqty 4

Decorations

Buntingqty 4
Tableclothsqty 6

Sports equipment

Footballsqty 2
Frisbeesqty 3
Outdoor gamesqty 4
Board gamesqty 6

Cleaning

Waste binsqty 4
Bucketsqty 3
Cleaning clothsqty 12

Catering

Groceries
- Coffee - 2 packs
- Tea bags - 100 pieces
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 3 liters
- Still mineral water - 24 bottles
- Sparkling mineral water - 12 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Iced tea - 4 bottles
- Beer - 4 crates
- Alcohol-free beer - 2 crates
- White wine - 8 bottles
- Red wine - 6 bottles
- Prosecco - 4 bottles
- Plain chips - 4 bags
- Paprika chips - 4 bags
- Tortilla chips - 4 bags
- Salted nuts - 3 bags
- Olives - 3 jars
- Hummus - 6 tubs
- Cucumber - 6 pieces
- Carrots - 2 kilo
- Cherry tomatoes - 2 kilos
- Grapes - 2 kilos
- Apples - 30 pieces
- Bread - 12 loaves
- Croissants - 36 pieces
- Butter - 3 packs
- Young matured cheese - 2 kilos
- Cold cuts - 2 kilo
- Vegetarian toppings - 1 kilo
- Jam - 3 jars
- Peanut butter - 2 jars
- Eggs - 60 pieces
- Yogurt - 6 kilos
- Muesli - 3 kilos
- Bananas - 30 pieces
- Mixed salad - 8 bags
- Tomatoes - 3 kilos
- Cucumbers - 6 pieces
- Bell peppers - 12 pieces
- Rice - 3 kilos
- Pasta - 3 kilos
- Pasta sauce - 8 jars
- Chicken breast - 4 kilos
- Vegetarian burgers - 20 pieces
- Hamburger buns - 40 pieces
- Ketchup - 2 bottles
- Mayonnaise - 2 bottles
- Mustard - 2 jars
- Barbecue sauce - 2 bottles
- Olive oil - 1 bottle
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Italian herbs - 1 jar
- Garlic - 4 bulbs
- Lemons - 8 pieces
- Ice cubes - 10 bags
- Napkins - 200 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Bread bags - 1 pack
- Paper towels - 8 rolls
- Toilet paper - 36 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- Hand soap - 4 bottles
- All-purpose cleaner - 2 bottles
- Dishwasher tablets - 30 pieces

Tips

Allow roughly two to three drinks per person for the first hour, then one drink per person per hour. Chill part of the supply in advance and keep the rest in coolers so drinks stay cold throughout the weekend.
Count reusable plates, bowls, glasses, coffee cups, and cutlery against the final participant list, then add at least 10% spare. A buffet also needs enough serving platters and serving spoons for every dish.
Plan coffee and hot water for each meal and break: provide at least one coffee machine or kettle for every 15 to 20 people, plus thermos flasks if the dining area is away from the kitchen.
Pack one extension cord, power strip, and charging cable set for each separate equipment area. Test the Bluetooth speaker, microphone, lighting, and power connections before participants arrive.
For outdoor time, bring at least one football, one frisbee, and one additional outdoor game for every 10 to 15 participants. Add battery lanterns if people may return after dark.

Frequently asked questions

How much food and drink do I need for a staff weekend?: Base quantities on the final participant list and the number of meals, snacks, and breaks. For drinks, plan two to three per person in the first hour and one per person per hour after that; add around 10% extra for unexpected guests or higher consumption.
How many plates, glasses and cutlery sets should I bring?: Bring one complete place setting per participant for each meal if washing up is not available between meals. Add at least 10% spare, so a group of 30 needs about 33 plates, bowls, glasses, cups, and cutlery sets.
When should I buy and chill drinks for a staff weekend?: Buy non-perishable drinks and packaged snacks several days beforehand. Chill the first batch at least 12 hours before arrival, and pack coolers on the day so drinks remain cold during transport and setup.
What equipment should I check before leaving for the venue?: Check tables, chairs, buffet furniture, tableware, kitchen tools, speakers, the microphone, extension cords, power strips, charging cables, lighting, and outdoor games at least 24 hours before departure. Print the route and contact list before the team travels.

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