What to buy for a team day

A team day needs more than food and drinks. You will also need serving equipment, reusable tableware, coffee supplies, activity materials and enough power for music or a microphone. Use the guest count to calculate catering, cups and drinks, then check what the venue already provides. The items below support a day with registration, team activities, buffet service and a shared programme, so you can shop and pack without leaving key supplies until the last minute.

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What to bring

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

Furniture

Foldable tablesqty 6
Chairsqty 36
Buffet tablesqty 2
High tablesqty 4

Tableware

Reusable platesqty 40
Reusable bowlsqty 40
Reusable glassesqty 50
Coffee cupsqty 40
Cutlery setsqty 40
Serving utensilsqty 8

Kitchen

Cutting boardsqty 3
Chef's knifeqty 3
Serving plattersqty 8
Serving trays with lidsqty 4
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4

Equipment

Portable speaker
Wireless microphone
Extension cordsqty 3
Power stripsqty 3
Power banksqty 2

Refrigeration

Coolersqty 4
Ice cube traysqty 4

Activities

Team ribbonsqty 6
Conesqty 24
Ballsqty 6
Hoopsqty 6
Ropeqty 4
Quiz boardsqty 6
Markersqty 12
Notepadsqty 40
Pensqty 40
Trophiesqty 3

Decorations

Tableclothsqty 8
Buntingqty 6
Balloonsqty 80
Balloon pumpqty 2
Name badgesqty 40

Lighting

String lightsqty 4
LED lampsqty 6

Cleaning

Waste binsqty 4
Bucketsqty 3
Cleaning clothsqty 12
Dish brushesqty 3
Broomqty 2
Dustpan and brushqty 2

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Sweetener - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Bitter lemon - 3 bottles
- Sparkling mineral water - 6 bottles
- Still mineral water - 8 bottles
- Alcohol-free beer - 3 cases
- Pils - 4 crates
- White wine - 8 bottles
- Red wine - 6 bottles
- Rosé - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Lemons - 10 pieces
- Apples - 30 pieces
- Bananas - 24 pieces
- Grapes - 4 kilos
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Tortilla chips - 4 bags
- Salted peanuts - 3 bags
- Mixed nuts - 3 bags
- Olives - 3 jars
- Hummus - 4 tubs
- Cucumber - 6 pieces
- Cherry tomatoes - 2 kilos
- Carrots - 2 kilo
- Baguettes - 12 pieces
- Herb butter - 8 tubs
- Mixed salad - 8 bags
- Pasta salad - 6 kilos
- Potato salad - 5 kilos
- Vegetarian burgers - 20 pieces
- Hamburgers - 40 pieces
- Chicken skewers - 40 pieces
- Vegan vegetable skewers - 20 pieces
- Hamburger buns - 45 pieces
- Sliced cheese - 3 packs
- Ketchup - 2 bottles
- Mayonnaise - 2 bottles
- Mustard - 2 jars
- Barbecue sauce - 2 bottles
- Garlic sauce - 2 bottles
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Olive oil - 1 bottle
- Lighters - 2 pieces
- Charcoal - 3 bags
- Firelighters - 2 boxes
- Vanilla ice cream - 5 liters
- Brownies - 50 pieces
- Fresh fruit for dessert - 3 kilo
- Butter cookies - 4 packs
- Napkins - 200 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Parchment paper - 1 roll
- Paper towels - 6 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- Hand soap - 3 bottles
- Toilet paper - 24 rolls

Tips

Plan two to three drinks per person for the first hour, then one drink per person per hour. Chill the first batch before guests arrive and keep extra drinks in coolers with ice.
Allow one reusable plate, bowl, glass and cutlery set per guest, plus at least 10% extra. That covers dropped items and avoids washing dishes during the programme.
For buffet service, prepare one serving utensil for each dish and keep cutting boards, a chef’s knife, serving platters and covered trays together. These are often forgotten when catering arrives in separate containers.
Count activity equipment by team rather than only by participant. Prepare one set of team ribbons and clearly mark cones, balls, hoops, rope and quiz boards before setting up the stations.
Check power and sound at least one day ahead. Test the portable speaker and wireless microphone, and pack extension cords, power strips and power banks instead of assuming the venue has enough accessible sockets.

Frequently asked questions

How much food and drink do I need for a team day?: For drinks, plan two to three per person during the first hour and one per person for each following hour. Order food according to the final registration count, then add about 10% for late confirmations or larger appetites.
How many plates, glasses and chairs do I need?: Provide one plate, bowl, glass, coffee cup and cutlery set per participant, with 10% extra where possible. Have one chair per person, plus enough tables for registration, buffet service and the activity setup.
When should I buy and chill drinks for a team day?: Buy non-perishable drinks and supplies at least two to three days before the event. Chill the first drinks the evening before, and top up the coolers during setup so cold drinks are ready when participants arrive.
What equipment do I need for team activities?: Prepare the equipment at least one day ahead and divide it by activity station. Count team ribbons, cones, balls, hoops, rope and quiz boards against the number of teams, then bring a small spare supply for damaged or missing items.

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