What to Buy and Bring for a Strategy Day

A strategy day needs more than tables and chairs. Plan the practical items that keep registration, group work, refreshments and presentations running without interruptions. The list covers seating and serving equipment, coffee supplies, weather protection, signs, name badges and basic technical gear. Check the venue’s power, kitchen and furniture before shopping, then bring everything together at least one day before the event so missing items can still be replaced.

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What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 32
Buffet tablesqty 3
High tablesqty 4
Party tentqty 2
Tableclothqty 8

Tableware

Dinner platesqty 36
Dessert platesqty 36
Drinking glassesqty 48
Coffee cupsqty 36
Forksqty 36
Knivesqty 36
Spoonsqty 36
Serving plattersqty 12
Serving spoonsqty 8

Equipment

Barbecueqty 2
Coolersqty 4
Coffee makerqty 2
Kettlesqty 2
Portable speaker
Microphone
Extension cordsqty 4
Power stripsqty 4

Lighting

String lightsqty 4
Outdoor lightsqty 4

Decorations

Name badgesqty 32
Chalkboardsqty 4
Directional signsqty 6

Kitchen

Cutting boardsqty 4
Chef's knifeqty 3
Pliersqty 4
Aluminum traysqty 6
Thermos flasksqty 4

Sports equipment

Conesqty 20
Ropeqty 2
Ballsqty 4

Cleaning

Waste binsqty 6
Towelsqty 12
Washing-up tubsqty 3

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Tea assortment - 2 boxes
- Sugar - 1 kilogram
- Milk - 4 liters
- Oat milk - 2 liter
- Spa Blauw - 4 crates
- Sparkling water - 2 crates
- Cola - 2 bottles
- Cola Zero - 2 bottles
- Sinas - 2 bottles
- Iced tea - 2 bottles
- Apple juice - 2 bottles
- Orange juice - 2 bottles
- Beer - 3 crates
- Alcohol-free beer - 1 crate
- White wine - 6 bottles
- Red wine - 4 bottles
- Rosé - 3 bottles
- Ice cubes - 8 bags
- Baguettes - 8 pieces
- Herb butter - 6 tubs
- Mixed salad - 5 bags
- Cucumber - 6 pieces
- Cherry tomatoes - 1 kilogram
- Bell peppers - 8 pieces
- Red onion - 6 pieces
- Corn - 6 cans
- Feta - 1 kilogram
- Potato salad - 3 kilogram
- Pasta salad - 3 kilograms
- Hamburgers - 36 pieces
- Chicken skewers - 36 pieces
- Vegetarian burgers - 12 pieces
- Vegetarian skewers - 12 pieces
- Hamburger buns - 48 pieces
- Hot dog buns - 36 pieces
- Garlic sauce - 3 bottles
- Barbecue sauce - 3 bottles
- Ketchup - 3 bottles
- Mayonnaise - 3 jars
- Mustard - 2 bottles
- Satay sauce - 2 jars
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Mixed nuts - 2 kilograms
- Olives - 4 jars
- Grapes - 2 kilogram
- Apples - 32 pieces
- Brownies - 40 pieces
- Ice lollies - 40 pieces
- Olive oil - 2 bottles
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Barbecue seasoning - 1 jar
- Firelighters - 2 boxes
- Charcoal - 4 bags
- Paper towels - 6 rolls
- Napkins - 4 packs
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Freezer bags - 2 boxes
- Trash bags - 3 rolls
- Dish soap - 2 bottles
- Sponges - 1 pack
- All-purpose cleaner - 2 bottles
- Toilet paper - 3 packs
- Hand soap - 3 bottles

Tips

Plan one seat and one writing position per participant, plus a few spare chairs. Use separate tables for registration, refreshments and work materials so people are not queuing in the working area.
For drinks, allow two to three servings per person during the first hour and about one serving per person for each additional hour. Chill drinks before arrival and bring coolers if the venue has limited refrigerator space.
Provide one drinking glass per participant, one coffee cup per coffee drinker at a time, and enough plates and cutlery for the food being served. Add roughly 10% extra for breakage, dropped items and late arrivals.
Check technical equipment at the venue at least 24 hours beforehand. Test the speaker and microphone, confirm the number and location of power outlets, and bring extension cords and power strips long enough to reach the working area safely.
Do not leave signs and name badges until participants arrive. Prepare one badge per attendee plus 10% spare, and place directional signs at every turn from the entrance to registration, meeting rooms and toilets.

Frequently asked questions

What do I need to buy for a strategy day?: Plan seating, tables, tablecloths, servingware, glasses, coffee equipment, refreshments, name badges, directional signs and presentation equipment. The full checklist also includes weather protection, lighting, extension cords and basic kitchen tools.
How many chairs and tables do I need for a strategy day?: Provide one chair per participant and one usable table space per person. Add 5% spare chairs, and use separate tables for registration, refreshments and materials rather than combining every function on one table.
How much coffee and water should I buy for a strategy day?: Allow around 2 to 3 drinks per person in the first hour, then 1 drink per person per additional hour. For a full working day, plan at least 1.5 to 2 litres of water per participant, adjusted for weather and activity.
When should I prepare the strategy day supplies?: Collect non-perishable materials and test the technical equipment at least 24 hours before the event. Chill drinks, pack serving items and load transport equipment on the day before whenever possible.

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