Volunteer Day shopping list

Use this list to prepare the practical side of a Volunteer Day, from serving lunch and coffee to setting up registration and outdoor work areas. Plan tableware, drinks equipment, power supplies and weather protection before the day itself. Check quantities against your participant count, then add a small buffer for breakages, spills and late arrivals. Arrange bulky items such as tents, tables, chairs and transport carts early, because they are harder to replace at short notice.

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What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 10
Chairsqty 70
Buffet tablesqty 3
Registration desk
High tablesqty 6
Tableclothsqty 12
Transport cartsqty 2

Tableware

Reusable platesqty 80
Reusable bowlsqty 80
Reusable cupsqty 120
Coffee cupsqty 70
Knivesqty 80
Forksqty 80
Spoonsqty 80
Serving spoonsqty 12
Small bowlsqty 16
Serving plattersqty 12
Serving tongsqty 8
Water jugsqty 8
Thermos flasksqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Bluetooth speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Power banksqty 4
Handheld megaphones
Label printer

Kitchen

Cutting boardsqty 6
Chef's knifeqty 4
Bread knivesqty 2
Mixing bowlsqty 6
Measuring cupsqty 3
Kitchen tongsqty 4
Oven mittsqty 4
Ice packsqty 12
Serving trays with lidsqty 8

Decorations

Buntingqty 8
Balloonsqty 100
Name badgesqty 70
Table décorqty 12
Welcome sign
Program standsqty 4

Lighting

String lightsqty 6
LED lanternsqty 8
Batteriesqty 24

Cleaning

Bucketsqty 3
Mopsqty 3
Broom setsqty 2
Dustpan and brushqty 2
Waste binsqty 6
Waste sorting binsqty 3

Activities

Conesqty 30
Ropeqty 2
Ballsqty 12
Hoopsqty 8
Game cardsqty 6
Pensqty 30
Notepadsqty 30
Trophiesqty 12
Scoreboardsqty 4

Catering

Groceries
- Coffee - 4 packs
- Tea - 4 boxes
- Decaf coffee - 1 pack
- Sugar - 2 packs
- Sweetener - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 8 pieces
- Cola - 12 bottles
- Cola Zero - 10 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blue - 10 crates
- Sparkling water - 4 crates
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Alcohol-free beer - 4 crates
- Beer - 6 crates
- Red wine - 8 bottles
- White wine - 8 bottles
- Alcohol-free wine - 4 bottles
- Ice cubes - 10 bags
- Herbal tea - 2 boxes
- Ice pops - 60 pieces
- Apples - 60 pieces
- Bananas - 40 pieces
- Grapes - 6 kilograms
- Oranges - 30 pieces
- Cucumbers - 8 pieces
- Cherry tomatoes - 4 kilograms
- Carrots - 3 kilogram
- Bell peppers - 12 pieces
- Mixed salad - 2 kilogram
- Potato salad - 5 kilograms
- Pasta salad - 5 kilograms
- Raw vegetable salad - 4 kilogram
- Baguettes - 12 pieces
- Whole grain loaves - 8 pieces
- Wraps - 100 pieces
- Butter - 1 kilogram
- Hummus - 2 kilograms
- Herb cream cheese - 1 kilogram
- Mild cheese - 3 kilograms
- Smoked chicken breast - 2 kilograms
- Vegetarian spread - 2 kilograms
- Falafel - 3 kilograms
- Vegetarian burgers - 30 pieces
- Hamburger buns - 60 pieces
- Chicken satay - 4 kilograms
- Satay sauce - 2 liters
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 bottles
- Garlic sauce - 2 bottles
- Barbecue sauce - 2 bottles
- Olive oil - 2 bottles
- Salt - 2 packs
- Pepper - 2 jars
- Paprika powder - 1 jar
- Italian herbs - 1 jar
- Garlic powder - 1 jar
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Tortilla chips - 6 bags
- Mixed nuts - 2 kilograms
- Cookies - 8 packs
- Brownies - 80 pieces
- Muesli bars - 60 pieces
- Napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 60 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 3 bottles
- Disinfectant wipes - 6 packs
- Sponges - 12 pieces
- Rubber gloves - 12 pairs
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 2 rolls
- Diet meals - 10 pcs

Tips

Plan at least one reusable plate, bowl, cup, knife, fork and spoon per participant, plus 10% extra. Add serving spoons, tongs, platters and small bowls so food can be served without using personal cutlery.
Prepare two drink setups: chilled drinks in coolers and hot drinks with coffee machines, kettles and thermos flasks. For the first hour, allow roughly 2–3 drinks per person, then adjust the rest of the day’s supply to the programme length.
Check power before buying or collecting equipment. Count coffee machines, kettles, speakers and other powered items, then bring enough extension cords and power strips; keep power banks available for registration and communication devices.
Provide one registration desk, a clear task board and printed participant information at the entrance. Pack name badges, pens and spare paper in one labelled box so registration can open immediately when the venue opens.
Use the weather forecast to decide how many party tents, tablecloths and extra seating arrangements you need. Confirm delivery or collection of bulky furniture at least 3–5 days before Volunteer Day, rather than waiting until setup morning.

Frequently asked questions

What tableware do I need for a Volunteer Day?: Allow one reusable plate, bowl, cup, knife, fork and spoon per participant, plus about 10% extra. For catering, also bring serving spoons, serving tongs, serving platters and small bowls.
How many drinks should I buy for a Volunteer Day?: Plan 2–3 drinks per person for the first hour, including water, coffee and other drinks. Add more according to the event length and keep chilled drinks in coolers so they are ready during breaks.
How much extra equipment should I plan for?: Use a 10% buffer for reusable tableware and small consumables. For furniture, base the quantity on the participant list and programme, then add enough seating and tables for registration, catering and task briefings.
When should I arrange tents, tables and chairs?: Confirm bulky furniture and party tents at least 3–5 days before the event. Check the weather forecast 24–48 hours beforehand and adjust the setup before suppliers or volunteers arrive.

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