What to buy for a water-saving evening

Use this shopping list to prepare a practical water-saving evening for visitors, speakers and demonstrators. It covers serving supplies for coffee, tea, snacks and fruit, plus the equipment needed for quizzes, presentations and hands-on demonstrations. Buy or collect reusable tableware early, especially glasses, plates and cutlery, and check how many participants have registered before deciding quantities. Water jugs, flow meters and shower timers are easy to overlook, but they support the main activities of the evening.

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What to bring

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

Furniture

Chairsqty 70
Tablesqty 8
Tableclothsqty 8
Registration desk

Tableware

Reusable glassesqty 80
Reusable platesqty 80
Reusable cutleryqty 80
Coffee cupsqty 60
Serving plattersqty 8
Water jugsqty 8

Equipment

Laptop
Projector
Projection screen
Portable speakersqty 2
Extension cordsqty 4
Power stripsqty 4
Kettleqty 2
Coffee makerqty 2
Flip chartqty 2
Flipchart standsqty 2
Water flow metersqty 4
Shower timersqty 6
Water-saving aeratorsqty 6
Laptop chargersqty 2

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Storage binsqty 12
Serving spoonsqty 8
Measuring cupsqty 6
Bucketsqty 6
Stopwatchesqty 6

Decorations

Water-saving postersqty 12
Reusable bannersqty 3
Name badgesqty 80
Table numbersqty 8

Cleaning

Waste binsqty 4
Recycling binsqty 3
Washing-up basinsqty 2
Cleaning clothsqty 12
Broom and dustpanqty 2
Mop and bucketqty 2

Groceries

Groceries
- Whole wheat bread - 12 loaves
- Whole grain wraps - 80 pieces
- Mild cheese - 3 kilograms
- Hummus - 2 kilograms
- Dairy spread - 1 kilogram
- Butter - 500 grams
- Cucumbers - 12 pieces
- Tomatoes - 3 kilograms
- Lettuce - 8 heads
- Bell peppers - 2 kilograms
- Carrots - 2 kilogram
- Avocados - 20 pieces
- Falafel - 3 kilograms
- Lentils - 2 kilograms
- Rice - 3 kilograms
- Vegetable broth - 2 liters
- Olive oil - 1 liter
- Lemons - 20 pieces
- Garlic - 6 bulbs
- Cumin - 1 jar
- Paprika powder - 1 jar
- Salt - 1 pack
- Pepper - 1 jar
- Yogurt dressing - 2 liters
- Apples - 70 pieces
- Bananas - 50 pieces
- Grapes - 4 kilograms
- Wholegrain crackers - 8 packs
- Mixed nuts - 2 kilograms
- Coffee - 3 packs
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 1 kilogram
- Semi-skimmed milk - 6 liters
- Oat milk - 4 liters
- Still mineral water - 12 bottles
- Sparkling mineral water - 8 bottles
- Apple juice - 6 liters
- Lemonade - 4 liters
- Dish soap - 2 bottles
- Dishwasher tablets - 1 box
- All-purpose cleaner - 2 bottles
- Hand soap - 3 bottles
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Paper napkins - 8 packs
- Labels - 2 packs
- Pens - 30 pieces
- Pencils - 30 pieces
- Tape - 6 rolls
- Double-sided tape - 4 rolls
- Velcro strips - 2 packs
- Markers - 4 boxes
- Quiz stickers - 4 sheets

Tips

Plan for two to three drinks per person during the first hour, then about one drink per person for each additional hour. Include enough coffee cups, reusable glasses, water jugs and serving platters for the registered group, with a small reserve.
Prepare coffee and tea supplies at least one day before the event, and check that the kettle and coffee maker are available and working. Snacks and fruit can be bought on the day or the day before, depending on what needs refrigeration.
Set aside the demonstration equipment separately from the catering items. Water flow meters and shower timers should be tested before visitors arrive so the demonstrations do not depend on last-minute batteries, fittings or instructions.
For a presentation with a quiz and workshop, collect the laptop, projector, projection screen, flip chart and flipchart stands at least one day in advance. Add extension cords and power strips after checking where the hall’s sockets are located.
Prepare registration materials before setting up the room: print the visitor list, sort name badges and place the registration desk near the entrance. Keep table numbers, posters and reusable banners together so they are not packed away with the kitchen supplies.

Frequently asked questions

What do I need for a water-saving evening?: You need reusable glasses, plates, cutlery, coffee cups, water jugs and serving platters for catering. For the programme, prepare a laptop, projector, screen, speakers, flip chart, flow meters and shower timers, plus posters, badges and banners.
How many drinks should I buy for a water-saving evening?: Allow two to three drinks per person for the first hour and about one drink per person for every additional hour. Add a small reserve, especially if the evening includes demonstrations or a workshop.
When should I buy the food and drinks?: Buy shelf-stable drinks, coffee, tea and serving supplies at least one day before the event. Buy snacks and fruit one day before or on the day itself, depending on storage and freshness.
What equipment should I test before the event?: Test the laptop, projector, screen, portable speakers, extension cords, power strips, kettle and coffee maker at least one day beforehand. Also check the water flow meters and shower timers before the demonstration starts.

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