What you need for a Volunteer Day
A Volunteer Day needs more than work materials. You also need a practical setup for registration, food, drinks, seating and waste collection. Plan tableware and serving equipment for the full volunteer group, plus extra cups and plates for second helpings. Cool drinks before guests arrive, and keep hot food and coffee service separate from the reception desk. This list helps you check what to buy, borrow or bring before setup starts.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Party tentsqty 2
- Foldable tablesqty 8
- Chairsqty 70
- Buffet tablesqty 3
- Reception desk
- Waste binsqty 6
Tableware
- Reusable platesqty 80
- Reusable bowlsqty 70
- Reusable cupsqty 100
- Wine glassesqty 70
- Coffee cupsqty 70
- Forksqty 80
- Knivesqty 80
- Spoonsqty 80
- Serving spoonsqty 12
- Serving traysqty 12
- Serving plattersqty 10
Kitchen
- Food warmersqty 6
- Coolersqty 4
- Cutting boardsqty 6
- Chef’s knives and bread knivesqty 6
- Measuring cupsqty 3
- Mixing bowlsqty 6
- Pitchersqty 8
- Thermos flasksqty 6
- Kettlesqty 3
- Coffee machinesqty 2
- Induction hobsqty 2
- Aluminum foilqty 4
- Food storage containersqty 12
Equipment
- Speakersqty 2
- Microphone
- Microphone stand
- Extension cordsqty 4
- Power stripsqty 4
- Power banksqty 4
Lighting
- String lightsqty 4
- LED lanternsqty 6
Decorations
- Buntingqty 6
- Balloonsqty 100
- Tableclothsqty 8
- Flower arrangementsqty 6
- Name badge holdersqty 8
- Rating cardsqty 70
Sports equipment
- Work glovesqty 70
- Safety gogglesqty 30
- Litter pickersqty 12
- Rakesqty 8
- Pruning shearsqty 8
- Scoopsqty 6
- Wheelbarrowsqty 3
- Bucketsqty 8
- Work jacketsqty 20
Cleaning
- Broom setsqty 4
- Mopsqty 4
- Cleaning bucketsqty 4
- Hand broomsqty 4
- Dustpan and brushqty 4
- Microfiber clothsqty 20
- Hand soap dispensersqty 4
- Hand sanitizer dispensersqty 4
Catering
- Groceries
- Chicken breast - 8 kilos
- Vegetarian meatballs - 4 kilo
- Ground beef - 5 kilos
- Penne - 6 kilo
- Rice - 5 kilo
- Potatoes - 8 kilos
- Whole grain bread - 8 loaves
- Bread rolls - 80 pieces
- Tortilla wraps - 80 pieces
- Chickpeas - 12 cans
- Diced tomatoes - 16 cans
- Tomato paste - 8 cans
- Coconut milk - 10 cans
- Vegetable stock - 3 boxes
- Chicken broth - 2 boxes
- Onions - 4 kilos
- Garlic - 6 bulbs
- Carrots - 4 kilos
- Peppers - 4 kilos
- Zucchini - 3 kilo
- Mushrooms - 3 kilo
- Cucumbers - 12 pieces
- Tomatoes - 5 kilos
- Lettuce - 10 heads
- Corn - 10 cans
- Kidney beans - 10 cans
- Olives - 4 jars
- Pickles - 3 jars
- Apples - 8 kilos
- Bananas - 6 kilos
- Grapes - 5 kilos
- Oranges - 6 kilos
- Lemons - 2 kilos
- Yogurt - 6 kilos
- Hummus - 3 kilos
- Young cheese - 3 kilos
- Vegan cheese - 1 kilo
- Herb cream cheese - 2 kilos
- Butter - 2 kilos
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 bottles
- Garlic sauce - 3 bottles
- Chili sauce - 2 bottles
- Olive oil - 3 liters
- Sunflower oil - 2 liters
- Salt - 1 kilo
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Curry powder - 250 grams
- Italian herbs - 250 grams
- Cumin - 150 gram
- Cinnamon - 100 gram
- Sugar - 2 kilos
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Chocolate milk - 8 liters
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Sparkling water - 12 bottles
- Still water - 24 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Apple juice - 8 liters
- Orange juice - 8 liters
- Beer - 4 crates
- Alcohol-free beer - 2 crates
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Salted peanuts - 3 kilo
- Rice cakes - 6 packs
- Cookies - 8 packs
- Brownies - 80 pieces
- Cake - 4 cakes
- Ice cubes - 12 bags
- Napkins - 300 pieces
- Baking paper - 4 rolls
- Plastic wrap - 4 rolls
- Paper towels - 12 rolls
- Trash bags - 80 pcs
- Dishwasher tablets - 1 box
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Toilet paper - 24 rolls
- Paper towels - 12 packs
- Hand soap - 4 bottles
- Hand sanitizer - 4 bottles
- Bandages - 4 boxes
- Disposable gloves - 4 boxes
Tips
- Plan tableware for every registered volunteer plus 10% extra. That covers late arrivals, dropped items and second servings without making people wait.
- For the first hour, allow two to three drinks per person, then add water and hot drinks for the rest of the programme. Chill non-alcoholic drinks in coolers before registration opens.
- Count one buffet serving utensil for each dish and keep food warmers ready before catering arrives. Aluminium foil and reusable food containers are useful for leftovers and covered trays.
- Set up the reception desk with the printed programme, work orders, run sheet and name badges at least 30 minutes before the first volunteer arrives. Keep spare pens and blank badges there as well.
- Check the number of tables, chairs, tents and waste bins against the venue layout the day before. A late delivery of furniture or missing bins is much harder to fix once volunteers are on site.
Frequently asked questions
- How much tableware do I need for a Volunteer Day?
- Prepare one plate, bowl, cup, fork, knife and spoon per registered volunteer, then add 10% extra. For 50 volunteers, that means 55 of each basic item where applicable.
- How many drinks should I buy for Volunteer Day?
- Allow two to three drinks per person for the first hour, then plan additional water, coffee and tea for the remaining programme. For 50 people, start with roughly 100 to 150 drinks for the first hour.
- When should I chill drinks for a Volunteer Day?
- Move drinks into coolers at least four hours before serving so they are cold when registration begins. Keep a separate supply available for the setup team before guests arrive.
- How early should I prepare the buffet and reception desk?
- Set up the reception desk, tables and serving equipment at least 30 minutes before arrivals. Finish food preparation and place hot food in warmers immediately before the buffet opens.
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