Volunteer Day shopping list

What to bring

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

Tips

• Plan 2–3 drinks per person for the first hour, then about 1 drink per person for each additional hour. Add extra water for warm weather and keep it separate from chilled drinks so the supply is easy to refill.
• Allow 1 plate, 1 bowl, 1 glass, 1 coffee cup, 1 knife, 1 fork and 1 spoon per attendee, plus at least 10% extra. Reusable tableware must be counted, collected and washed before the next meal break.
• Set up one registration desk with name badges, the printed run sheet and route signs before volunteers arrive. Keep spare pens, tape and cable ties with the desk; these small items are often noticed only when setup is finished.
• For an outdoor Volunteer Day, check the forecast 48 hours before the event and confirm tents, tables and chairs at the same time. Plan a covered serving area so snacks, coffee and equipment are not left exposed to rain or direct sun.
• Count waste bins by activity area rather than placing one large bin at the registration desk. Put separate bins near food service and work areas, and arrange collection or emptying before the final site inspection.

Frequently asked questions

What should I buy for a Volunteer Day?

Plan drinks, snacks, coffee and serving supplies, plus reusable plates, bowls, glasses and cutlery. You will also need practical setup items such as coolers, thermos flasks, waste bins, tables, chairs, tents and extension cords. Match quantities to the final registration count and add 10% spare tableware.

How much food and drink do I need for a Volunteer Day?

Budget 2–3 drinks per person for the first hour and 1 more per person for every additional hour. For snacks, allow 2–3 portions per person per break, with extra options based on the dietary requirements collected during registration. Recheck the numbers two days before shopping.

When should I shop for a Volunteer Day?

Buy non-perishable food, drinks, disposable backup supplies and serving items at least 2 days before the event. Buy or collect chilled products the day before, then chill drinks and prepare snacks on the event morning. Confirm deliveries before setup starts.

How many tables and chairs do I need for a Volunteer Day?

Use the final volunteer count to plan seating and service areas: allow one chair per person who will sit during breaks, plus a separate table for registration and another for food service. Confirm the furniture at least 48 hours ahead, and add one spare table if food, coffee and registration would otherwise share a surface.

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