What to Buy for a Vacation Week

A vacation week needs more than food and drinks. Plan supplies for shared meals, coffee breaks, excursions, activities, registration and daily room changes. Use the participant list to calculate quantities, then add about 10% extra for disposable or frequently used items. Check dietary requirements before shopping, and arrange chilled and hot storage so breakfast, snacks and meals can be served safely throughout the day.

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What to bring

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

Furniture

Foldable tablesqty 12
Chairsqty 60
Buffet tablesqty 3
Stoolsqty 6
Coat racksqty 3

Tableware

Coffee cupsqty 70
Glassesqty 100
Platesqty 80
Bowlsqty 60
Knivesqty 80
Forksqty 80
Spoonsqty 80

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Cutting boardsqty 4
Chef's knivesqty 4
Serving spoonsqty 8
Serving plattersqty 10
Coolersqty 4
Food warmersqty 4

Equipment

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

Decorations

Buntingqty 8
Balloonsqty 100
Tableclothsqty 12
Flower arrangementsqty 8
Name badgesqty 70
Pensqty 30

Sports equipment

Walking sticksqty 10
Bocce ballsqty 2
Cornhole setsqty 2
Soft ballsqty 6

Game materials

Bingo cardsqty 100
Bingo cage
Bingo cardsqty 100
Board gamesqty 12
Quiz formsqty 70
Puzzlesqty 6

Creative

Painter's canvasesqty 60
Acrylic paint setsqty 10
Brushesqty 60
Mixing palettesqty 20
Apronsqty 20
Colored pencilsqty 20
Craft paperqty 200
Scissorsqty 20

Lighting

LED lampsqty 8
String lightsqty 4

Cleaning

Waste binsqty 6
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6
Dish brushesqty 4

Catering

Groceries
- Coffee - 6 packs
- Decaffeinated coffee - 2 packs
- Tea selection - 200 bags
- Cocoa powder - 2 packs
- Sugar - 3 kilos
- Sweetener - 2 boxes
- Milk - 12 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Tap water - 60 liters
- Spa Blauw - 60 bottles
- Spa Rood - 30 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Apple juice - 8 cartons
- Orange Juice - 10 cartons
- Iced tea - 8 bottles
- Alcohol-free beer - 48 bottles
- Beer - 48 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Sparkling wine - 4 bottles
- Unsalted butter - 2 kilos
- Margarine - 1 tub
- Young cheese - 3 kilos
- Aged cheese - 3 kilos
- Ham - 2 kilos
- Chicken breast topping - 2 kilos
- Hummus - 10 tubs
- Jam - 6 jars
- Chocolate sprinkles - 3 packs
- Whole wheat bread - 20 loaves
- White bread - 8 loaves
- Mini croissants - 100 pieces
- Mini rolls - 120 pieces
- Currant buns - 80 pieces
- Eggs - 100 pieces
- Yogurt - 12 liters
- Muesli - 4 kilos
- Oatmeal - 3 kilo
- Apples - 80 pieces
- Bananas - 70 pieces
- Grapes - 8 kilos
- Mandarins - 8 kilos
- Cucumbers - 12 pieces
- Tomatoes - 8 kilo
- Lettuce - 12 heads
- Bell peppers - 30 pieces
- Carrots - 6 kilos
- Potatoes - 15 kilo
- Rice - 6 kilos
- Pasta - 6 kilos
- Pasta sauce - 8 jars
- Diced tomatoes - 12 cans
- Vegetable stock - 2 packs
- Chicken thighs - 8 kg
- Ground beef - 5 kilos
- Vegetarian burgers - 30 pieces
- Hamburger buns - 80 pieces
- Garlic sauce - 4 bottles
- Mayonnaise - 4 jars
- Ketchup - 4 bottles
- Mustard - 3 jars
- Barbecue sauce - 4 bottles
- Olive oil - 3 bottles
- Salt - 2 packs
- Pepper - 2 jars
- Paprika powder - 2 jars
- Italian herbs - 2 jars
- Basil - 6 tubs
- Plain chips - 12 bags
- Paprika chips - 12 bags
- Salty snacks - 8 bags
- Tea biscuits - 10 packs
- Stroopwafels - 10 packs
- Cake - 12 pieces
- Apple pies - 6 pieces
- Ice - 8 boxes
- Peanut butter - 4 jars
- Gluten-free bread - 4 loaves
- Vegan cheese - 1 kilo
- Vegan burgers - 20 pieces
- Lactose-free yogurt - 4 liter
- Allergy-free cookies - 6 packs
- Napkins - 500 pieces
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 3 rolls
- Paper towels - 12 rolls
- Trash bags - 100 pieces
- Dish soap - 4 bottles
- Hand soap - 8 bottles
- Toilet paper - 48 rolls
- All-purpose cleaner - 4 bottles
- Disinfecting wipes - 8 packs
- Matches - 4 boxes
- Charcoal - 4 bags

Tips

Plan two to three drinks per person for the first hour of each arrival or welcome session, then one drink per person per hour. Add extra coffee, tea and water for supervisors and anyone staying late.
For a breakfast or coffee break, allow two pastries per person, plus one spare serving for every ten people. Buy milk, sugar and suitable alternatives only after dietary requirements have been collected.
Count tableware for the largest meal rather than the average day: one plate, bowl, glass, cup, knife, fork and spoon per guest, with at least 10% extra for breakages and delayed washing.
Check activity materials and technical equipment at least seven days before arrival. Test the projector, speakers, microphones, extension cords and power strips together, not separately.
Prepare a separate reception kit for the first morning: name badges, printed registration information, pens and the run sheet. Keep it accessible before tables, decorations and refreshments are fully set up.

Frequently asked questions

How much food and drink do I need for a vacation week?: Use the confirmed participant count for each meal and add 10% extra. For the first hour of a welcome session, plan two to three drinks per person; for later hours, one drink per person per hour is a practical estimate.
How many plates, cups and glasses should I buy?: Allow one complete place setting per person for the largest meal, plus at least 10% extra. If washing facilities are limited, plan two settings per person so used items do not run out between meals.
When should I buy supplies for a vacation week?: Buy non-perishable food, tableware, decorations and activity supplies seven to fourteen days before the start. Purchase fresh food and chilled drinks one to two days beforehand, after checking the final participant list and dietary requirements.
What should I prepare for the first day of a vacation week?: Have name badges, registration materials, refreshments, coffee and tea supplies, microphones and the printed run sheet ready at least 60 minutes before participants arrive. Test powered equipment before guests enter the room.

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