What to buy for a Weekend for Peers

A shared weekend needs more than meals and drinks. You will also need practical supplies for bedrooms, welcome packs, group discussions, creative activities and the reception area. Use the quantities in your participant list to scale food, drinks and tableware, then check dietary and accessibility requirements before shopping. Do the main shop at least one day ahead so drinks can be chilled and missing items can still be added.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 40
Lounge armchairsqty 8
Coat racksqty 3
Clothes hangersqty 40
Table linenqty 8

Tableware

Platesqty 50
Deep platesqty 50
Bowlsqty 50
Mugsqty 50
Water glassesqty 50
Wine glassesqty 40
Forksqty 50
Knivesqty 50
Spoonsqty 50
Serving spoonsqty 10

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 6
Serving plattersqty 10
Serving trays with lidsqty 6
Thermos flasksqty 6
Water jugsqty 6
Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Cutting board matsqty 2

Equipment

Portable speakersqty 2
Microphone
Projector
Projection screen
Extension cordsqty 4
Power stripsqty 6
Charging cablesqty 6

Decorations

Welcome sign
Name badgesqty 45
Table decorationsqty 8
Garlandqty 6
Cushionsqty 12
Blanketsqty 8
Photo framesqty 6

Lighting

Mood lightingqty 4
Table lampsqty 6
Night lightsqty 12

Sports equipment

Walking sticksqty 6
Yoga matsqty 12
Light resistance bandsqty 12

Catering

Welcome foldersqty 40
Notebooksqty 40
Ballpoint pensqty 50
Conversation cardsqty 40
Colored pencilsqty 40
Drawing paperqty 100
Flip chartqty 2
Flipchart markersqty 12
Pen holdersqty 4
Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Assorted tea - 4 boxes
- Herbal tea - 2 boxes
- Sugar - 2 packs
- Mints - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Chocolate milk - 4 liters
- Spa Blauw - 8 bottles
- Sparkling water - 6 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Apple juice - 4 packs
- Multivitamin drink - 4 packs
- Alcohol-free wine - 6 bottles
- Lemons - 10 pieces
- Apples - 40 pieces
- Bananas - 30 pieces
- Grapes - 4 tubs
- Mandarins - 30 pieces
- Cucumbers - 6 pieces
- Cherry tomatoes - 6 tubs
- Carrots - 3 kilogram
- Bell peppers - 12 pieces
- Mixed salad - 8 bags
- Potatoes - 8 kilograms
- Rice - 4 kilograms
- Pasta - 4 kilograms
- Whole wheat bread - 10 loaves
- White bread - 6 loaves
- Whole wheat rolls - 40 pieces
- Wraps - 40 pieces
- Butter - 4 packs
- Margarine - 4 tubs
- Mild cheese - 3 kilograms
- Hummus - 8 tubs
- Cream cheese - 6 tubs
- Peanut butter - 3 jars
- Strawberry jam - 3 jars
- Chocolate sprinkles - 3 packs
- Turkey breast - 2 kilograms
- Vegetarian Sliced Toppings - 2 kilogram
- Eggs - 60 pieces
- Yogurt - 8 liter
- Muesli - 4 kilograms
- Oatmeal - 2 kilogram
- Chicken breast - 5 kilograms
- Vegetarian burgers - 40 pieces
- Lentils - 3 kilogram
- Diced tomatoes - 12 cans
- Coconut milk - 8 cans
- Vegetable stock - 2 boxes
- Chicken broth - 1 box
- Onions - 3 kilograms
- Garlic - 6 bulbs
- Olive oil - 2 liters
- Sunflower oil - 1 liter
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Curry powder - 1 jar
- Italian herbs - 1 jar
- Cumin - 1 jar
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Applesauce - 6 jars
- Vegetable chips - 6 bags
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Wholegrain biscuits - 8 packs
- Rice cakes - 6 packs
- Mixed nuts - 3 kilogram
- Raisins - 2 kilograms
- Dark chocolate - 6 bars
- Frozen fruit - 4 kilograms
- Ice cubes - 10 kilograms
- Baking paper - 2 rolls
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 8 rolls
- Napkins - 200 pieces
- Tea towels - 12 pieces
- Dish soap - 3 bottles
- Dishwasher tablets - 1 box
- All-purpose cleaner - 3 bottles
- Disinfectant wipes - 4 packs
- Sponges - 12 pieces
- Microfiber cloths - 12 pieces
- Toilet paper - 48 rolls
- Hand soap - 6 refills
- Trash bags - 4 rolls
- Freezer bags - 2 boxes

Cleaning

Bucketsqty 3
Mopsqty 3
Broom setsqty 2
Dustpan and brushqty 3
Trash binsqty 6
Laundry basketsqty 4
Hand soap dispensersqty 6

Tips

Plan two to three drinks per person for the first hour, then one drink per person per hour. Add water for every meal and place filled water jugs where participants sleep and gather.
Count plates, bowls, mugs, glasses and cutlery for the full participant group, plus at least 10% extra. This prevents shortages when items are in use or need washing.
Match food and snacks to the collected dietary requirements, not just the registration list. Keep clearly labelled alternatives separate so they are easy to find during meals.
Prepare one welcome pack per participant and keep a few spare packs available. Put discussion cards and creative materials into separate boxes so setup does not delay the programme.
Check practical equipment before shopping or borrowing: coffee machines, kettles, thermos flasks, coolers, serving trays, speakers, a microphone and a projector may require cables, power access or fuel.

Frequently asked questions

How much food should I buy for a Weekend for Peers?: Plan each main meal for the number of registered participants, then add 10% extra portions. For snacks, allow roughly 150–200 grams per person per day, adjusting for the programme and meal times.
How many drinks do I need for a shared weekend?: For the first hour, allow two to three drinks per person, followed by one drink per person per hour. Buy extra water and non-alcoholic options so every participant has a suitable choice.
How many plates and glasses should I bring?: Prepare one complete place setting per participant and add at least 10% spare tableware. For a group of 30, that means 33 plates, bowls, mugs, glasses and sets of cutlery.
When should I do the shopping for the weekend?: Buy shelf-stable food, drinks, welcome-pack contents and activity materials at least one day before arrival. Buy fresh items no later than the morning of the first meal, and chill drinks several hours in advance.

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