What to buy and bring for a talent camp

A talent camp needs more than food and drinks. You will also need serving equipment, workshop technology, sports gear and enough charging and power supplies for a full programme. Use your participant count to calculate portions, then check what the venue already provides before shopping. The items most often missed are name badge materials, dietary extras, extension cords, spare batteries and coolers prepared before participants arrive.

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What to bring

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

Furniture

Tablesqty 10
Chairsqty 70
Buffet tablesqty 3
Clothes racksqty 2
Stage sectionsqty 4

Tableware

Dinner platesqty 70
Dessert platesqty 70
Drinking glassesqty 80
Mugsqty 40
Cutlery setsqty 80
Serving spoonsqty 8

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving plattersqty 12
Thermos flasksqty 4
Water jugsqty 6
Coolersqty 4

Equipment

Laptopsqty 6
Projector
Projection screen
Speakersqty 2
Wireless microphonesqty 2
Mixer
Extension cordsqty 8
Power stripsqty 8
Charging stationsqty 3

Sports equipment

Foam ballsqty 12
Conesqty 20
Skipping ropesqty 10
Hoopsqty 10
Yoga matsqty 20
Tennis ballsqty 20
Team ribbonsqty 60

Decorations

Name badge holdersqty 70
Name badge lanyardsqty 70
Directional signsqty 12
Colorful clothsqty 10
Balloonsqty 100
Balloon pumpqty 2
Tapeqty 6
Scissorsqty 6
Markersqty 30
Name stickersqty 100

Lighting

LED lampsqty 8
String lightsqty 6

Catering

Groceries
- Whole grain bread - 8 loaves
- White rolls - 60 pieces
- Wholegrain rolls - 60 pieces
- Wraps - 60 pieces
- Butter - 4 packs
- Low-fat margarine - 3 tubs
- Young cheese - 3 kilos
- Aged cheese - 2 kilo
- Back ham - 2 kilos
- Chicken breast slices - 2 kilos
- Hummus - 2 kilos
- Peanut butter - 3 jars
- Chocolate spread - 3 jars
- Cucumbers - 12 pieces
- Tomatoes - 30 pieces
- Bell peppers - 15 pieces
- Lettuce - 8 heads
- Carrots - 4 kilos
- Apples - 70 pieces
- Bananas - 70 pieces
- Grapes - 6 kilos
- Yogurt - 8 liter
- Muesli - 3 kilos
- Chicken breast - 5 kilos
- Vegetarian schnitzels - 30 pieces
- Rice - 5 kilo
- Pasta - 5 kilos
- Pasta sauce - 8 jars
- Diced tomatoes - 12 cans
- Corn - 8 cans
- Kidney beans - 8 cans
- Grated cheese - 2 kilos
- Cooking cream - 4 liters
- Onions - 3 kilos
- Garlic - 6 bulbs
- Paprika powder - 1 jar
- Curry powder - 1 jar
- Italian herbs - 1 jar
- Salt - 1 pack
- Pepper - 1 jar
- Olive oil - 2 liters
- Ketchup - 3 bottles
- Mayonnaise - 3 jars
- Mustard - 2 jars
- Chili sauce - 2 bottles
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Popcorn - 4 bags
- Muesli bars - 80 pieces
- Cookies - 8 packs
- Milk - 12 liters
- Oat milk - 6 liters
- Coffee - 4 packs
- Tea - 2 boxes
- Sugar - 2 kilos
- Honey - 2 jars
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Orange soda - 8 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Spa Blauw - 80 bottles
- Sparkling water - 20 bottles
- Ice cubes - 10 bags
- Paper napkins - 10 packs
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 8 rolls
- Trash bags - 4 rolls
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Disinfectant wipes - 6 packs
- Sponges - 12 pieces
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Paper towels - 6 packs

Tips

Plan two to three drinks per participant for the first hour, then one drink per person for each additional hour. Keep water in jugs and coolers, and reserve extra drinks for leaders and late arrivals.
For each meal, allow one dinner plate, one set of cutlery and one drinking glass per participant, plus at least 10% extra. Add dessert plates and mugs if the programme includes dessert, hot drinks or evening snacks.
Check every workshop room against its equipment list at least 24 hours before opening. Test each laptop, projector, screen, speaker and wireless microphone, and pack extension cords and power strips for rooms with limited sockets.
Prepare one name badge for every registered participant, leader and organiser, plus 10 blank badges for changes on the day. Keep the printed participant list and dietary information together at the registration point.
Match sports equipment to the largest group using the activity: provide enough cones and foam balls for several small groups, and count skipping ropes and hoops before packing. Store the equipment in clearly labelled containers so workshops can start without searching.

Frequently asked questions

How much food and drink do I need for a talent camp?: Start with the confirmed participant count and add 10% for staff, leaders and changes. Allow two to three drinks per person in the first hour and one per person for every following hour, then adjust meals for collected dietary requirements.
What equipment is needed for talent camp workshops?: For presentation-based sessions, plan one laptop, projector, projection screen, speakers and wireless microphone setup per active room, where required. Test the equipment at least 24 hours beforehand and bring extension cords, power strips and charging stations.
How many plates, glasses and cutlery sets should I buy?: Use one dinner plate, dessert plate, drinking glass and cutlery set per person for each meal, with at least 10% spare. Add mugs and serving utensils for hot drinks or buffet service, and check whether the venue supplies any of them.
When should I prepare the talent camp shopping?: Check the list seven days before camp, buy dry goods and non-food supplies three to five days ahead, and collect fresh produce no earlier than one day before serving. Fill coolers and set out perishable items on the day of the event.

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