What you need for a team-building day with 30 people

For a team-building day with 30 participants, shop for more than lunch and drinks. You will also need enough tableware, serving equipment, activity gear, power supplies and materials for both the planned programme and an indoor backup. Buy non-perishable items first, then add fresh groceries and chilled drinks close to the event. Check dietary requirements before confirming catering quantities, and pack each activity’s equipment separately so setup does not delay the first session.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 34
Buffet tablesqty 3
Foldable tablesqty 4

Tableware

Platesqty 40
Dessert platesqty 40
Glassesqty 60
Coffee cupsqty 40
Cutlery setsqty 40
Serving spoonsqty 8
Serving plattersqty 10
Serving traysqty 8

Kitchen

Coffee makerqty 2
Kettlesqty 2
Coolersqty 4
Ice cube traysqty 4
Cutting boardsqty 3
Knivesqty 4
Scissorsqty 2
Serving tongsqty 6

Equipment

Bluetooth speakerqty 2
Extension cordsqty 4
Power stripsqty 4
Power banksqty 3

Sports equipment

Soft ballsqty 6
Ropesqty 6
Conesqty 20
Hoopsqty 6
Blindfoldsqty 10
Stopwatchesqty 4
Team flagsqty 6

Office supplies

Flip chartsqty 3
Flipchart padsqty 3
Markersqty 30
Pensqty 40
Sticky notesqty 12
Name badgesqty 35
Program printoutsqty 35
Game rule cardsqty 12

Decorations

Buntingqty 8
Balloonsqty 50
Table décorqty 8
Prize trophiesqty 3

Lighting

LED light stringsqty 4
LED lampsqty 6

Cleaning

Bucketsqty 2
Mopsqty 2
Waste binsqty 4

Catering

Groceries
- Spa Blue - 60 bottles
- Sparkling mineral water - 24 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Iced tea - 6 bottles
- Orange juice - 6 liters
- Apple juice - 4 liter
- Non-alcoholic beer - 24 bottles
- Pilsner - 36 bottles
- Red wine - 4 bottles
- White wine - 4 bottles
- Coffee beans - 1 kilogram
- Black tea - 40 bags
- Herbal tea - 30 bags
- Sugar - 1 kilogram
- Milk - 6 liters
- Oat milk - 3 liters
- Lemons - 8 pieces
- Ice cubes - 10 kilograms
- Mini wraps - 60 pieces
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Smoked chicken breast - 2 kilograms
- Smoked salmon - 1 kilogram
- Young cheese - 1,5 kilogram
- Arugula - 500 grams
- Cucumbers - 6 pieces
- Bell peppers - 8 pieces
- Cherry tomatoes - 2 kilograms
- Red onions - 6 pieces
- Tortilla chips - 6 bags
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Salted Nuts - 2 kilograms
- Olives - 4 jars
- Mini Cucumbers - 2 kilogram
- Grapes - 3 kilograms
- Apples - 30 pieces
- Bananas - 30 pieces
- Baguettes - 10 pieces
- Herb butter - 6 tubs
- Mixed green salad - 4 kilograms
- Pasta salad - 5 kilograms
- Potato salad - 4 kilogram
- Grilled chicken - 5 kilogram
- Vegetarian vegetable skewers - 30 pieces
- Falafel - 2 kilograms
- Rice - 2 kilograms
- Satay sauce - 2 liters
- Garlic sauce - 2 liters
- Barbecue sauce - 2 bottles
- Ketchup - 2 bottles
- Mayonnaise - 2 jars
- Mustard - 2 jars
- Salt - 500 grams
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Olive oil - 1 liter
- Fruit salad - 5 kilograms
- Brownies - 40 pieces
- Cookies - 4 packs
- Whipped cream - 4 cans
- Napkins - 200 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 6 pieces
- Microfiber cloths - 12 pieces

Tips

Plan tableware for 30 people plus a small buffer: around 35 plates, dessert plates, glasses, coffee cups and cutlery sets prevents shortages when items are misplaced or used early.
For a full-day programme, allow at least 2–3 drinks per person during the first hour, then about 1 drink per person per hour. Add water, coffee and tea supplies, and chill drinks no later than the evening before.
Group the sports equipment by activity before packing it. Count the soft balls, ropes, cones, hoops, blindfolds and stopwatches against the printed team assignments and game rules.
Bring the power items together instead of assuming the venue has enough sockets: test the Bluetooth speaker, pack extension cords, power strips and power banks, and charge everything the day before.
Keep an indoor option ready for 30 people. Put the required equipment, printed rules and presentation or music files in one clearly labelled box so a weather change does not stop the programme.

Frequently asked questions

How much food do I need for a team-building day for 30 people?: Confirm catering quantities after collecting all dietary requirements, ideally 7–10 days before the event. Plan one complete lunch portion per participant, plus about 10% extra for unexpected guests or larger appetites.
How many drinks should I buy for 30 participants?: For the first hour, allow 2–3 drinks per person, or 60–90 drinks for 30 people. For each additional hour, add roughly 30 drinks, while keeping water available throughout the day.
How many plates, cups and cutlery sets are needed for 30 people?: Start with 30 complete place settings and add around 10–15% spare items. That means approximately 35 plates, dessert plates, glasses, coffee cups and cutlery sets if washing up during the day is not planned.
When should I buy supplies for a team-building day?: Buy non-perishable supplies and check activity equipment 5–7 days in advance. Buy fresh groceries 1–2 days before the event, chill drinks the evening before, and pack materials by activity on the final day.

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