What you need for a Vitality Day

A Vitality Day needs more than sports equipment and healthy food. You will also need practical supplies for registration, workshops, refreshments and clear communication throughout the day. Plan chilled drinks, snacks, reusable tableware and serving equipment around the number of participants and the length of the programme. Check power, sound and presentation equipment before shopping, especially if several activity areas run at the same time.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Buffet tablesqty 4
Registration desk
Clothes racksqty 2
Yoga mat racksqty 2

Tableware

Reusable platesqty 80
Reusable bowlsqty 70
Reusable glassesqty 100
Coffee cupsqty 70
Knivesqty 80
Forksqty 80
Spoonsqty 80
Serving spoonsqty 12
Serving plattersqty 12
Serving tongsqty 8

Catering

Thermos flasksqty 6
Water jugsqty 8
Coolersqty 6
Buffet warmersqty 4
Napkinsqty 150
Groceries
- Whole grain bread - 8 loaves
- Wholegrain wraps - 60 pieces
- Plain hummus - 2 kilograms
- Hummus paprika - 1 kilogram
- Dairy spread - 1 kilogram
- Cottage cheese - 1 kilogram
- Young cheese - 2 kilograms
- Chicken breast slices - 1,5 kilogram
- Smoked salmon - 1 kilogram
- Falafel - 2 kilograms
- Chickpeas - 8 cans
- Lentils - 6 cans
- Quinoa - 3 kilograms
- Brown rice - 4 kilogram
- Whole wheat pasta - 3 kilogram
- Baby potatoes - 5 kilograms
- Chicken breast - 4 kilograms
- Tofu - 2 kilograms
- Eggs - 60 pieces
- Tomatoes - 5 kilograms
- Cucumbers - 4 kilogram
- Peppers - 3 kilograms
- Carrots - 3 kilogram
- Courgettes - 3 kilograms
- Broccoli - 3 kilograms
- Cauliflower - 2 pieces
- Spinach - 2 kilograms
- Arugula - 1 kilogram
- Mixed salad - 3 kilograms
- Red beets - 2 kilograms
- Avocados - 20 pieces
- Onions - 2 kilograms
- Garlic - 5 bulbs
- Lemons - 20 pieces
- Limes - 15 pieces
- Apples - 70 pieces
- Bananas - 60 pieces
- Grapes - 4 kilograms
- Oranges - 40 pieces
- Berry mix - 3 kilograms
- Melons - 4 pieces
- Unsalted nuts - 2 kilogram
- Pumpkin seeds - 1 kilogram
- Sunflower seeds - 1 kilogram
- Oatmeal - 2 kilogram
- Wholegrain crackers - 8 packs
- Rice cakes - 8 packs
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Olive oil - 3 liters
- Balsamic vinegar - 2 bottles
- Apple cider vinegar - 1 bottle
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pesto - 4 jars
- Tomato sauce - 6 jars
- Soy sauce - 2 bottles
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Curry powder - 1 jar
- Italian herbs - 1 jar
- Cumin - 1 jar
- Honey - 1 jar
- Yogurt - 5 kilograms
- Quark - 4 kilograms
- Oat milk - 12 liters
- Semi-skimmed milk - 8 liters
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Tea - 4 boxes
- Herbal tea - 3 boxes
- Sparkling water - 12 bottles
- Still water - 36 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sugar-free iced tea - 6 bottles
- Alcohol-free beer - 48 bottles
- Ginger beer - 24 bottles
- Orange juice - 8 liters
- Apple juice - 6 liters
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 60 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Hand soap - 6 dispensers
- Hand sanitizer gel - 6 bottles
- Paper towels - 8 packs
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Diet meals - 10 portions
- Gluten-free crackers - 3 packs
- Vegan cheese - 1 kilogram
- Vegan yogurt - 2 kilograms
- Gluten-free bread - 3 loaves

Equipment

Portable speakersqty 2
Wireless microphonesqty 2
Music player
Extension cordsqty 6
Power stripsqty 6
Kettlesqty 3
Coffee machinesqty 2
Projection screen
Projector
Bathroom Scale
Blood pressure monitorqty 2
Waist measuring tapeqty 4

Sports equipment

Yoga matsqty 35
Resistance bandsqty 20
Fitness ballsqty 10
Conesqty 20
Conesqty 20
Skipping ropesqty 15
Soft ballsqty 10
Badminton setsqty 6
Badminton shuttlecocksqty 12
Stopwatchesqty 4
Water bottlesqty 70
Towelsqty 35
Practice matsqty 10
Measuring tapesqty 4
Heart rate monitorsqty 6

Decorations

Name badgesqty 70
Badge holdersqty 70
Balloonsqty 80
Balloon ribbonqty 2
Table runnersqty 8
Plantsqty 12
Program postersqty 12
Directional arrowsqty 15
Chalkboardsqty 6

Lighting

LED string lightsqty 6
LED table lampsqty 8

Kitchen

Cutting boardsqty 6
Chef's knifeqty 4
Measuring cupsqty 4
Mixing bowlsqty 6
Kitchen tongsqty 6
Cooling platesqty 8
Aluminum foilqty 2
Food storage containersqty 12
First aid kit
Fever thermometer

Cleaning

Waste binsqty 8
Mopsqty 4
Bucketsqty 4
Dustpan and brushqty 3
Cleaning glovesqty 8
Microfiber clothsqty 20

Tips

Plan 2 to 3 drinks per person for the first hour, then about 1 drink per person for each additional hour. Include water jugs and chilled storage so drinks remain accessible throughout the programme.
Allow 2 snack portions per participant, with extra options based on the dietary requirements and allergies collected during registration. Keep catering chilled until it is ready to serve.
Count reusable plates, bowls, glasses, cups, knives, forks and spoons against the expected attendance, then add at least 10% spare. Serving spoons, platters and tongs are easy to overlook when the food itself is already arranged.
Prepare one registration point with a desk, chairs, name badges and printed health questionnaires. Put route and programme posters at the entrance and near each activity area rather than relying on verbal directions.
Test the projector, screen, portable speakers, wireless microphones, music player, extension cords and power strips at least one day before the event. Check kettles, coffee machines, thermos flasks and buffet warmers while there is still time to replace or borrow equipment.

Frequently asked questions

How many drinks do I need for a Vitality Day?: Plan 2 to 3 drinks per person for the first hour and around 1 drink per person for every additional hour. Add extra water for outdoor activities, warm weather or particularly active workshops.
How much food should I buy for a Vitality Day?: Buy at least 2 snack portions per participant, plus 10% extra for late registrations and larger appetites. Match the selection to the dietary requirements and allergy information collected before the event.
When should I chill drinks and store catering?: Chill drinks on the day before the Vitality Day whenever possible. Keep perishable catering chilled until serving and check the storage capacity before the shopping trip.
What equipment should I check before the event?: Check sports equipment, first aid supplies, sound equipment and presentation equipment at least 24 hours in advance. Test every power connection, microphone, projector and coffee machine before the venue opens.

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