What to Buy and Bring for a Volunteer Day

A Volunteer Day needs more than snacks and coffee. You also need serving ware, chilled drinks, name badges, signs, lighting and reliable power for the venue setup. Use the participant list and dietary requirements to calculate food and drink before you shop. Check hired or borrowed items at least one week ahead, especially tents, tables, chairs, speakers and coffee equipment.

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What to bring

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

Furniture

Party tentqty 2
Tablesqty 10
Chairsqty 60
Buffet tablesqty 3
Clothing rack

Tableware

Reusable platesqty 60
Reusable bowlsqty 60
Reusable cutleryqty 60
Reusable drinking glassesqty 120
Coffee mugsqty 60
Serving plattersqty 12
Serving spoonsqty 10
Pouring jugsqty 8

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Pliersqty 6
Measuring cupsqty 2

Equipment

Coffee machinesqty 2
Hot water kettlesqty 2
Coolersqty 4
Portable speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4

Decorations

Buntingqty 4
Tableclothsqty 10
Name badgesqty 60
Permanent markersqty 6
Directional signsqty 8

Lighting

String lightsqty 4

Cleaning

Waste binsqty 6
Bucketsqty 3
Mopsqty 3
Broom setsqty 2
Cleaning clothsqty 12

Catering

Groceries
- Baking rolls - 70 pieces
- Wholemeal bread - 6 loaves
- Baguettes - 8 pieces
- Hummus - 2 kilograms
- Falafel - 3 kilograms
- Young cheese - 2 kilograms
- Brie - 1 kilogram
- Cream cheese - 1 kilogram
- Herb butter - 6 tubs
- Turkey fillet - 1.5 kilograms
- Cucumbers - 8 pieces
- Tomatoes - 4 kilogram
- Bell peppers - 2 kilograms
- Carrots - 2 kilogram
- Arugula - 1 kilogram
- Mixed salad - 2 kilogram
- Red onions - 1 kilogram
- Corn - 6 cans
- Chickpeas - 6 cans
- Pasta salad - 4 kilograms
- Potato salad - 4 kilogram
- Herb mix - 4 sachets
- Olive oil - 2 liters
- Balsamic vinegar - 1 bottle
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Yogurt dressing - 2 bottles
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Salted peanuts - 2 kilogram
- Apples - 5 kilograms
- Grapes - 3 kilograms
- Brownies - 60
- Whipped cream - 6 cans
- Coffee - 2 kilograms
- Tea - 120 bags
- Sugar - 1 kilogram
- Milk - 8 liters
- Oat milk - 4 liters
- Sparkling water - 12 bottles
- Still water - 12 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Orange juice - 8 liters
- Apple juice - 6 liters
- 0.0 beer - 48 bottles
- Ice cubes - 10 kilograms
- Garbage bags - 30 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Hand soap - 4 bottles
- Sponges - 6 pieces

Tips

Plan two to three drinks per person for the first hour, then one drink per person for each additional hour. Add extra water for outdoor work and hot weather.
Allow one plate, bowl, set of reusable cutlery and drinking glass per participant, plus at least 10% extra. For 40 people, that means 44 of each item.
Buy or prepare name badges for every registered participant, with at least 10 spare badges and two permanent markers. Keep them at the reception table rather than in a box at the venue entrance.
For coffee service, provide one mug per expected user and enough coffee for roughly two cups per coffee drinker. Check that coffee machines and hot-water kettles can run safely from the available sockets.
Test extension cords, power strips, string lights and the portable sound system before setup day. Bring directional signs and tablecloths with the shopping supplies so they are not left behind during the final trip.

Frequently asked questions

What food and drinks do I need for a Volunteer Day?: Use the final participant count and dietary requirements to order catering and snacks. Budget two to three drinks per person during the first hour, then one per person for every additional hour, with extra water for outdoor activities.
How many plates, glasses and cutlery sets should I buy?: Plan one complete place setting per participant and add 10% spare capacity. For 50 participants, prepare at least 55 plates, bowls, sets of cutlery and drinking glasses.
When should I arrange tables, chairs and a party tent?: Confirm availability at least one week before Volunteer Day, and check quantities again two to three days beforehand. This leaves time to replace missing furniture or change the layout before the venue opens.
How many name badges do I need for Volunteer Day?: Prepare one name badge per registered participant plus at least 10 spare badges. Pack two permanent markers and place the badges at the reception table before participants arrive.

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