What you need for a vacation week

A vacation week needs more than food and a few activities. Plan supplies for shared meals, sleeping arrangements, registration, transport, indoor games, and evenings at the venue. Use the participant list and dietary requirements to calculate quantities before shopping. Buy refrigerated products as close to the start of the week as possible, and check what is already available at the venue before adding bulky items such as tables, chairs, coolers, and kitchen equipment.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 36
Benchesqty 6
Clothes racksqty 4
Storage binsqty 12

Tableware

Reusable platesqty 40
Reusable bowlsqty 40
Reusable cupsqty 50
Mugsqty 40
Cutlery setsqty 40
Serving spoonsqty 8
Pouring jugsqty 8

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Pansqty 6
Cooking potsqty 4
Mixing bowlsqty 6
Measuring cupsqty 3
Colandersqty 3
Coolersqty 4
Thermos flasksqty 4
Corkscrewsqty 3

Equipment

Kettlesqty 3
Coffee machinesqty 2
Portable speakersqty 2
Projector
Projection screen
Extension cordsqty 4
Power stripsqty 4
First aid kitsqty 2
Flashlightsqty 8
Batteriesqty 32

Lighting

LED string lightsqty 4
Battery lanternsqty 8

Decorations

Buntingqty 6
Balloonsqty 100
Tableclothsqty 8
Name badgesqty 40
Craft paperqty 5
Colored pencilsqty 10
Markersqty 10

Sports equipment

Footballsqty 4
Basketballsqty 2
Volleyballqty 2
Conesqty 30
Skipping ropesqty 12
Hoopsqty 12
Water gunsqty 12
Frisbeesqty 8
Badminton setsqty 6
Blindfoldsqty 12
Ropeqty 2
Trash bagsqty 12

Cleaning

Bucketsqty 4
Mopsqty 4
Broomqty 2
Dustpan and brushqty 2
Waste binsqty 6
Trash bagsqty 100
Hand soap dispensersqty 6
Disinfectant sprayqty 4
Toilet brushesqty 4
Laundry basketsqty 4

Catering

Groceries
- Whole wheat bread - 20 loaves
- White buns - 80 pieces
- Wholegrain rolls - 80 pieces
- Croissants - 40 pieces
- Rusk - 4 packs
- Crackers - 6 packs
- Oatmeal - 3 packs
- Cornflakes - 4 packs
- Muesli - 3 packs
- Peanut butter - 4 jars
- Chocolate spread - 4 jars
- Jam - 5 jars
- Chocolate sprinkles - 4 packs
- Cheese - 5 kilo
- Ham - 3 kilograms
- Chicken breast - 3 kilograms
- Hummus - 8 tubs
- Eggs - 120 pieces
- Yogurt - 12 liters
- Milk - 30 liters
- Butter - 3 kilograms
- Coffee - 3 kilograms
- Tea - 200 bags
- Sugar - 2 kilograms
- Coffee creamer - 6 tubs
- Apples - 80 pieces
- Bananas - 60 pieces
- Oranges - 50 pieces
- Grapes - 6 kilograms
- Cucumbers - 20 pieces
- Tomatoes - 8 kilograms
- Bell peppers - 30 pieces
- Carrots - 6 kilograms
- Lettuce - 10 heads
- Potatoes - 15 kilogram
- Rice - 8 kilograms
- Pasta - 10 kilogram
- Wraps - 100 pieces
- Pizza Bases - 40 pieces
- Tomato sauce - 10 jars
- Pasta sauce - 10 jars
- Tomato paste - 12 cans
- Chicken breast - 8 kilogram
- Ground beef - 6 kilogram
- Vegetarian burgers - 40 pieces
- Hamburger buns - 60 pieces
- Hot dog sausages - 60 pieces
- Cocktail sausages - 40 pieces
- Bacon - 3 kilogram
- Grated cheese - 5 kilograms
- Parmesan cheese - 1 kilogram
- Mayonnaise - 4 bottles
- Ketchup - 5 bottles
- Mustard - 3 bottles
- Barbecue sauce - 3 bottles
- Peanut sauce - 3 jars
- Olive oil - 3 bottles
- Sunflower oil - 3 bottles
- Salt - 2 packs
- Pepper - 2 jars
- Paprika powder - 2 jars
- Curry powder - 2 jars
- Italian herbs - 2 jars
- Garlic - 10 bulbs
- Bouillon cubes - 4 packs
- Plain chips - 12 bags
- Paprika chips - 12 bags
- Popcorn - 8 bags
- Cookies - 12 packs
- Muesli bars - 80 pieces
- Ice pops - 80 pieces
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Orange soda - 8 bottles
- Apple juice - 12 cartons
- Orange juice - 12 cartons
- Spa Blauw - 40 bottles
- Syrup - 6 bottles
- Ice cubes - 20 bags
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Dish soap - 6 bottles
- Sponges - 20 pieces
- Dishwasher tablets - 100 pieces
- All-purpose cleaner - 6 bottles
- Toilet cleaner - 6 bottles
- Hand soap - 10 bottles
- Paper towels - 12 packs
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 4 rolls
- Freezer bags - 4 boxes

Tips

Plan food by participant and meal, then add a small buffer for seconds and unexpected guests. Check dietary requirements before buying ingredients, rather than trying to replace items during the week.
Count tableware for the largest meal, not the average one. Have at least one plate, bowl, cup, mug, and cutlery set per person, plus roughly 10% extra if washing up will not happen immediately.
Buy chilled products within 24 hours of departure when possible. Keep them in coolers during transport and confirm that the venue has enough refrigerator space before shopping.
Pack practical kitchen equipment as a group: cutting boards, chef’s knives, pans, cooking pots, mixing bowls, measuring cups, and colanders are easy to overlook when the venue kitchen is unfamiliar.
Set aside supplies for registration and evenings before loading the vehicle. Extension cords, power strips, LED string lights, portable speakers, a projector, and a projection screen are often forgotten until setup starts.

Frequently asked questions

How much food should I buy for a vacation week?: Calculate each breakfast, lunch, dinner, and snack for every participant, then add about 10% for seconds and small changes in attendance. Use the final participant list and dietary requirements rather than estimating from the original invitations.
When should I buy refrigerated food for a vacation week?: Buy refrigerated products within 24 hours before leaving whenever possible. Transport them in coolers and check the venue’s refrigerator capacity at least 2 days before the start.
How many cups and plates do I need per person?: Allow one reusable plate, bowl, cup, mug, and cutlery set per person, plus around 10% extra. For 30 participants, that means 33 of each basic item if washing up is not planned after every meal.
What should I check before shopping for a vacation week?: Check stock and materials at the venue at least 3 days before shopping. Confirm tables, chairs, kitchen equipment, sleeping supplies, coolers, extension cords, and activity materials so you do not buy or transport duplicates.

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