Sustainability Week shopping list

Use this shopping list to prepare the practical supplies for Sustainability Week. The plan covers reusable cups, plates and cutlery, coffee and tea equipment, cooling, kitchen tools, power supplies and presentation equipment. Check what your venue already has before buying anything, then match quantities to your registration numbers and workshop schedule. Arrange reusable suppliers early, especially if several activities share the same tables, catering equipment or drink stations.

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What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 12
Folding chairsqty 80
Beer tablesqty 6
Bar stoolsqty 8
Changing room screensqty 2
Clothes racksqty 3
Stoolsqty 12

Tableware

Reusable cupsqty 150
Reusable coffee cupsqty 80
Reusable platesqty 120
Reusable cutleryqty 150
Serving plattersqty 12
Coffee potsqty 4
Teapotsqty 3

Equipment

Coolersqty 6
Kettlesqty 3
Coffee machinesqty 2
Portable speakersqty 2
Wireless microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Power banksqty 4
Laptop
Projector
Projection screen
Handheld megaphonesqty 2

Kitchen

Cutting boardsqty 4
Paring knivesqty 4
Measuring cupsqty 3
Mixing bowlsqty 6
Serving tongsqty 8
Thermos flasksqty 6
Ice packsqty 24

Decorations

Information boardsqty 10
Presentation boardsqty 8
Chalkboardsqty 6
Recycling postersqty 12
Cotton buntingqty 6
Name badgesqty 100
Tableclothsqty 12
Chalk markersqty 12

Lighting

LED light stringsqty 6
LED lampsqty 8
Rechargeable lampsqty 6

Sports equipment

Bicycles for the energy experimentqty 2
Yoga and seat matsqty 20
Crates for game materialsqty 6

Catering

Water jugsqty 10
Tap installationsqty 2
Bread basketsqty 6
Cold buffet traysqty 4
Coffee filtersqty 200
Groceries
- Coffee beans - 2 kilograms
- Tea bags - 200 pieces
- Black tea - 4 boxes
- Herbal tea - 3 boxes
- Oat milk - 12 liters
- Semi-skimmed milk - 8 liters
- Coffee sugar - 2 kilograms
- Granulated sugar - 2 kilograms
- Honey - 3 jars
- Still mineral water - 60 liters
- Sparkling mineral water - 40 liters
- Apple juice - 20 liters
- Orange juice - 20 liters
- Cola - 12 liters
- Cola Zero - 12 liters
- Ginger beer - 8 liters
- Lemons - 3 kilogram
- Mint - 10 bunches
- Cucumbers - 12 pieces
- Apples - 15 kilogram
- Pears - 10 kilograms
- Bananas - 10 kilograms
- Grapes - 8 kilograms
- Carrots - 8 kilograms
- Cherry tomatoes - 6 kilograms
- Bell peppers - 5 kilograms
- Cucumbers for salad - 5 kilogram
- Lettuce - 12 heads
- Arugula - 2 kilogram
- Red onions - 3 kilogram
- Chickpeas - 5 kilograms
- Lentils - 3 kilogram
- Whole wheat bread - 20 loaves
- Whole grain wraps - 120 pieces
- Hummus - 6 kilograms
- Cream cheese - 3 kilograms
- Peanut butter - 4 jars
- Strawberry jam - 4 jars
- Vegan cheese - 3 kilogram
- Young cheese - 4 kilograms
- Avocados - 5 kilograms
- Olives - 3 kilograms
- Sun-dried tomatoes - 2 kilogram
- Mixed nuts - 4 kilograms
- Sunflower seeds - 2 kilograms
- Raisins - 2 kilograms
- Wholegrain crackers - 15 packs
- Plain chips - 10 bags
- Paprika chips - 10 bags
- Popcorn kernels - 3 kilograms
- Olive oil - 3 liters
- Balsamic vinegar - 2 liters
- Mayonnaise - 3 jars
- Ketchup - 3 bottles
- Mustard - 3 jars
- Pesto sauce - 2 kilograms
- Salt - 1 kilogram
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Cumin - 250 grams
- Garlic powder - 250 grams
- Basil - 10 bunches
- Parsley - 10 bunches
- Fresh garlic - 10 bulbs
- Baking soda - 2 kilogram
- Whole wheat flour - 5 kilograms
- Oatmeal - 4 kilograms
- Plant-based margarine - 3 kilogram
- Eggs - 120 pieces
- Vegan baking mix - 10 packs
- Shredded coconut - 2 kilogram
- Dark chocolate - 3 kilograms
- Table salt for workshop - 1 kilogram
- Dish soap - 5 liters
- All-purpose cleaner - 5 liters
- Hand sanitizer - 6 bottles
- Hand soap - 6 bottles
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Compostable trash bags - 50
- Paper waste bags - 50 pieces
- Disposable washcloths - 2 packs
- Bandages - 2 boxes
- Paper napkins - 500 pieces
- Baking paper - 3 rolls
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Coffee filters - 200 pieces

Cleaning

Waste binsqty 10
Compost binsqty 3
Litter pickersqty 6
Reusable cleaning clothsqty 20
Bucketsqty 4
Broom setsqty 3
Mopsqty 3

Tips

Count reusable cups, coffee cups, plates and cutlery against your expected attendance, then add at least 10% for replacements and people attending more than one activity. Keep separate stacks for catering, workshops and the drinks station.
For a full-day programme, plan one coffee or tea serving per attendee during each scheduled break. Check that you have enough coffee pots, teapots, kettles and coffee machines to serve the largest group without creating a queue longer than 10 minutes.
Chill drinks before participants arrive rather than relying on a last-minute setup. Give each drinks station its own cooler and reusable cups, and keep a reserve of clean cups for the busiest first hour.
Test every projector, speaker, wireless microphone, extension cord and power strip at the venue at least 24 hours before opening. Bring power banks for registration or information points where a socket is not close by.
Pack kitchen tools with the ingredients and catering supplies, not in a separate storage box. Cutting boards, paring knives and measuring cups are easy to overlook when food preparation happens at more than one workshop location.

Frequently asked questions

What should I buy for Sustainability Week?: Start with reusable cups, coffee cups, plates, cutlery and serving platters, then add coffee and tea equipment, coolers and basic kitchen tools. You may also need tables, chairs, signage or presentation equipment depending on what the venue provides. Check the inventory before ordering and finalise quantities after registrations close.
How many reusable cups do I need for Sustainability Week?: Plan for at least one cup per attendee at a time, plus 10% extra for loss, spills and delayed returns. If drinks are served throughout the day, provide collection points and enough clean cups to cover the busiest 60-minute period.
When should I order supplies for Sustainability Week?: Confirm reusable suppliers and catering equipment at least 2 weeks before the first activity. Recheck availability 3 to 5 days beforehand, then bring all materials to the venue and test electrical equipment at least 24 hours before opening.
What equipment is easy to forget for Sustainability Week?: Extension cords, power strips, power banks, microphone batteries and cooling equipment are common omissions. Make one equipment check 24 hours before the event and test each device at its actual position, including the projector, screen and portable speakers.

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