What to Bring for a Team-Building Weekend

A team-building weekend needs more than meals and drinks. You are also preparing shared breakfasts, group activities, room access, presentations and a venue that may not have enough kitchen or serving equipment. Use the shopping list to check what must be bought, packed or collected before departure. Confirm dietary requirements first, then shop close enough to the start time to keep chilled products refrigerated during transport.

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What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 24
Buffet tablesqty 2
Coat racksqty 2

Tableware

Dinner platesqty 24
Breakfast platesqty 24
Soup bowlsqty 24
Mugsqty 24
Drinking glassesqty 30
Wine glassesqty 24
Forksqty 30
Knivesqty 30
Spoonsqty 30
Serving spoonsqty 8

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Saucepanqty 2
Cooking potsqty 3
Frying pansqty 2
Colandersqty 2
Mixing bowlsqty 4
Serving plattersqty 8
Serving utensilsqty 8
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4

Equipment

Bluetooth speakersqty 2
Projector
Projection screen
Extension cordsqty 4
Power stripsqty 4
Power banksqty 4

Sports equipment

Footballsqty 2
Tug-of-war ropesqty 2
Blindfoldsqty 12
Conesqty 20
Hoopsqty 8
Softballsqty 6
Skipping ropesqty 6
Stopwatchesqty 4
Scoreboardsqty 4

Decorations

Name badgesqty 24
Markersqty 20
Flip chart sheetsqty 30
Rolls of tapeqty 6
Sticky notesqty 12
Prizesqty 6

Lighting

LED lampsqty 4
String lightsqty 2

Cleaning

Bucketsqty 2
Dish brushesqty 3
Spongesqty 6
Microfiber clothsqty 12
Broomqty 2
Dustpan and brushqty 2
Mopqty 2

Catering

Groceries
- Coffee - 2 packs
- Tea - 4 boxes
- Sugar - 1 kilo
- Milk - 8 liters
- Oat milk - 4 liters
- Chocolate milk - 4 liters
- Orange juice - 6 liters
- Apple juice - 4 liter
- Cola - 6 liters
- Cola Zero - 6 liters
- Orange soda - 4 liters
- Sparkling mineral water - 12 liters
- Still mineral water - 24 liters
- Non-alcoholic beer - 24 bottles
- Beer - 48 bottles
- Red wine - 6 bottles
- White wine - 6 bottles
- Pasta - 4 kilo
- Basmati rice - 3 kilo
- Diced tomatoes - 10 cans
- Tomato paste - 4 cans
- Coconut milk - 8 cans
- Chickpeas - 6 cans
- Kidney beans - 6 cans
- Vegetable stock - 2 packs
- Onion - 3 kilos
- Garlic - 6 bulbs
- Carrots - 3 kilos
- Bell peppers - 3 kilos
- Zucchini - 2 kilos
- Mushrooms - 2 kilos
- Broccoli - 2 kilos
- Spinach - 1 kilo
- Cucumber - 6 pieces
- Tomatoes - 3 kilos
- Mixed lettuce - 12 bags
- Potatoes - 5 kilos
- Bananas - 30 pieces
- Apples - 30 pieces
- Grapes - 4 kilos
- Oranges - 20 pieces
- Yogurt - 5 kilos
- Muesli - 2 kilo
- Cornflakes - 2 packs
- Bread - 12 loaves
- Whole grain bread - 8 loaves
- Pistolets - 48 pieces
- Croissants - 30 pieces
- Butter - 1 kilo
- Cream cheese - 1 kilo
- Young cheese - 2 kilos
- Aged cheese - 2 kilo
- Ham - 1,5 kilo
- Chicken breast slices - 1.5 kilos
- Hummus - 1.5 kilos
- Peanut butter - 3 jars
- Jam - 3 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Pesto sauce - 4 jars
- Olive oil - 2 liters
- Cooking oil - 1 liter
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Curry powder - 1 jar
- Italian herbs - 1 jar
- Chili powder - 1 jar
- Cumin - 1 jar
- Vegetable burgers - 24 pieces
- Chicken pieces - 3 kilo
- Grated cheese - 1 kilo
- Tortilla wraps - 48 pieces
- Tortilla chips - 2 kilos
- Salsa - 4 jars
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snack mix - 4 bags
- Cookies - 6 packs
- Nut mix - 2 kilo
- Muesli bars - 30 pieces
- Popcorn - 4 bags
- Chocolate bars - 24 pieces
- Ice cubes - 10 kilos
- Dish soap - 2 bottles
- Dishwasher tablets - 40 pieces
- All-purpose cleaner - 2 bottles
- Paper towels - 8 rolls
- Toilet paper - 48 rolls
- Trash bags - 40 pieces
- Freezer bags - 2 boxes
- Aluminum foil - 2 rolls
- Cling film - 2 rolls

Tips

Plan drinks by time of day: allow two to three drinks per person for the first hour, then one per person per hour, and add water for every meal and activity.
Check the venue’s inventory at least one week before the weekend. Missing basics such as mugs, serving spoons, cooking pots or wine glasses are difficult to replace after arrival.
Pack breakfast items separately from dinner supplies. Breakfast often starts before the kitchen is fully organised, so keep coffee, tea, mugs, plates and kettles together for quick access.
Buy or collect disposable and practical extras at least two days beforehand, including food-storage containers, napkins, bin bags and labels for dietary requirements. These are easy to overlook because they are not part of the main meal.
Test presentation equipment before leaving: check the projector, projection screen, Bluetooth speaker and extension cords together, and bring compatible charging cables or adapters if the venue does not supply them.

Frequently asked questions

How much food and drink do I need for a team-building weekend?: Plan every meal for the confirmed participant count, then add about 10% extra for larger appetites and spills. For drinks, allow two to three per person in the first hour, followed by roughly one per person per hour, plus water throughout the day.
When should I do the shopping for a team-building weekend?: Buy shelf-stable food, drinks and disposable supplies two to three days in advance. Buy chilled and fresh products on the day before departure or the morning of travel, and transport them refrigerated.
What kitchen equipment should I bring to a team-building weekend?: Confirm the venue’s kitchen inventory at least one week ahead. For a group meal, check that you have enough plates, bowls, mugs, glasses, cutlery, chopping boards, knives, pans, pots, colanders, mixing bowls and serving utensils for every participant.
How many plates, glasses and chairs do I need?: Use the final participant list and provide one seat and one place setting per person. Add at least 10% spare plates, glasses and cutlery, especially when meals are served buffet-style or the dishwasher cannot run between meals.

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