Volunteer Day shopping list

A Volunteer Day needs more than food and drinks. You also need practical equipment for registration, serving, coffee breaks, outdoor setup, clear information, and a clean finish. Plan tableware and drinks for the full group, then add the items people often arrange too late: extension cords, lighting, coolers, name badges, and welcome signs. Use the prepared plan below as your checklist, and confirm what the venue already provides before shopping.

Organize this event for free with Lizzt

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Chairsqty 60
High tablesqty 3
Tableclothsqty 8
Buffet tablesqty 3

Tableware

Reusable drinking glassesqty 70
Platesqty 70
Cutlery setsqty 70
Coffee cupsqty 60
Serving plattersqty 10

Equipment

Coffee machinesqty 2
Kettlesqty 2
Hot drink urnsqty 4
Coolersqty 4
Portable speakersqty 2
Extension cordsqty 4
Power stripsqty 3

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving tongsqty 8
Serving spoonsqty 8

Decorations

Buntingqty 6
Balloonsqty 50
Table décorqty 8
Welcome signsqty 2

Lighting

String lightsqty 4
LED work lightsqty 2

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 2

Materials

Name badgesqty 60
Waterproof markersqty 10
Roll of masking tapeqty 6
Flip chartsqty 4

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Tea assortment - 2 boxes
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 3 liters
- Still water - 8 bottles
- Carbonated water - 6 bottles
- Cola - 6 bottles
- Cola Zero - 4 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Lemonade - 4 bottles
- Alcohol-free beer - 3 cases
- Coffee pastries - 60 pieces
- Baguettes - 12 pieces
- Whole grain bread - 6 loaves
- Mini rolls - 80 pieces
- Cream cheese - 6 tubs
- Young cheese - 3 kilos
- Vegetarian spread - 6 tubs
- Hummus - 8 tubs
- Chicken breast topping - 2 kilos
- Ham - 2 kilos
- Butter - 1 kilo
- Tomatoes - 3 kilos
- Cucumbers - 8 pieces
- Bell peppers - 12 pieces
- Lettuce - 6 heads
- Carrots - 3 kilos
- Apples - 60 pieces
- Bananas - 40 pieces
- Grapes - 4 kilos
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Salted nuts - 4 bags
- Olives - 4 jars
- Soup - 12 liters
- Vegetarian soup - 6 litres
- Croutons - 4 bags
- Herb butter - 8 tubs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Trash bags - 3 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 10 pieces
- Paper napkins - 150 pieces

Tips

Plan reusable glasses, plates, and cutlery for every attendee, plus around 10% extra for breakage, misplaced items, or items still in use. Do the same for coffee cups if coffee and tea will be served throughout the day.
Keep drinks cold before volunteers arrive: allow at least one cooler for each large drinks station and chill the drinks several hours ahead. Put water where people register and where outdoor work takes place, not only at the buffet.
Check the power setup at least one day before the event. Count every coffee machine, kettle, hot drink urn, speaker, and light, then bring enough extension cords and power strips without daisy-chaining them.
For an outdoor Volunteer Day, assemble the party tents before guests arrive and test the string lights and LED work lights while there is still daylight. A late check makes missing cables, weak lighting, or an unsuitable power point harder to fix.
Prepare serving platters, tongs, spoons, cutting boards, and chef’s knives before the catering delivery arrives. Keep the broom and dustpan near the eating area so spills and food scraps can be dealt with immediately.

Frequently asked questions

What do I need to buy for a Volunteer Day?: Plan food and drinks, reusable glasses, plates, cutlery, coffee cups, serving platters, and equipment for coffee and tea. You may also need tables, chairs, party tents, coolers, speakers, extension cords, lighting, welcome signs, decorations, and cleaning tools.
How many glasses and plates do I need per volunteer?: Allow one plate and one cutlery set per person, then add about 10% extra. For glasses, plan at least two per person if drinks are served over several hours, or provide a washing and collection point.
When should I chill drinks for Volunteer Day?: Put drinks in coolers at least 4 hours before serving so they are cold when volunteers arrive. Keep a second batch back if the day lasts more than 3 hours or if there is no nearby refrigerator.
How early should I check Volunteer Day equipment?: Check tables, chairs, tents, coffee equipment, coolers, speakers, cables, and lighting at least 1 day before the event. Test powered equipment again during setup, before volunteers are welcomed.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.