Youth Day shopping list

A Youth Day needs more than food and activities. You will need a clear registration setup, enough serving equipment, weather cover, sports gear and reliable power for sound. Plan quantities from your confirmed attendance, then add a small buffer for breakages, late arrivals and dietary needs. Check what can be borrowed before shopping, especially tables, chairs, tents and audio equipment. Keep the final list with the run sheet so the setup team can check every item before participants arrive.

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What to bring

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

Furniture

Tablesqty 12
Chairsqty 100
Party tentsqty 3
Beer tablesqty 6
Registration desk
Waste binsqty 8

Tableware

Reusable cupsqty 150
Platesqty 120
Cutlery setsqty 120
Serving spoonsqty 12
Small bowlsqty 20
Coffee cupsqty 40

Kitchen

Barbecueqty 3
BBQ toolsqty 6
Cutting boardsqty 6
Chef's knifeqty 6
Serving plattersqty 16
Coolersqty 8
Thermos flasksqty 6
Aluminum foilqty 4
Cling filmqty 3

Equipment

Speakersqty 2
Mixer
Microphonesqty 2
Microphone standsqty 2
Extension cordsqty 6
Power stripsqty 6
Power banksqty 4

Sports equipment

Footballsqty 6
Basketballsqty 4
Volleyballqty 3
Conesqty 40
Vestsqty 40
Skipping ropesqty 12
Hoopsqty 12
Relay batonsqty 8
Frisbeesqty 8
Water spongesqty 30
Stopwatchqty 4
Scoreboardsqty 8
Whistlesqty 8
Tug of war rope
Goal postsqty 4
Badminton setsqty 4
Playing cardsqty 6
Board gamesqty 8
Puzzlesqty 6
Craft matsqty 8
Craft binsqty 6
Apronsqty 20

Decorations

Buntingqty 12
Balloonsqty 200
Balloon pumpqty 3
Name badgesqty 130
Directional signsqty 12
Markersqty 30
Tapeqty 8
Ropeqty 4

Lighting

LED string lightsqty 8
Battery lanternsqty 6

Cleaning

Broomqty 4
Floor squeegeesqty 2
Bucketsqty 4
Spongesqty 12
Trash grabbersqty 4
Hand soapqty 6
Disinfecting gelqty 6
Toilet brushesqty 2
Microfiber clothsqty 20
Dustpan and brushqty 4

Safety

First aid kitsqty 2
Disposable glovesqty 2
Safety vestsqty 8
Flashlightsqty 4
Fever thermometersqty 2

Catering

Groceries
- Hamburgers - 120 pieces
- Vegetarian burgers - 25 pieces
- Chicken skewers - 100 pieces
- Vegetarian skewers - 25 pieces
- Sausages - 100 pieces
- Vegetarian sausages - 25 pieces
- Hamburger buns - 130 pieces
- Hot dog buns - 120 pieces
- Cucumbers - 12 pieces
- Tomatoes - 8 kilograms
- Iceberg lettuce - 12 heads
- Onions - 5 kilograms
- Bell peppers - 5 kilograms
- Mushrooms - 4 kilogram
- Potato salad - 12 kilograms
- Pasta salad - 10 kilogram
- Mixed vegetable salad - 8 kilograms
- Baguettes - 20 pieces
- Herb butter - 2 kilograms
- Ketchup - 6 bottles
- Mayonnaise - 6 bottles
- Mustard - 4 bottles
- Garlic sauce - 4 bottles
- Barbecue sauce - 4 bottles
- Satay Sauce - 4 kilograms
- Salt - 1 kilogram
- Pepper - 250 gram
- Paprika powder - 250 gram
- Italian herbs - 2 jars
- Olive oil - 2 liters
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Spiced nuts - 4 kilograms
- Popcorn - 4 kilogram
- Cookies - 8 packs
- Muesli bars - 150 pieces
- Apples - 100 pieces
- Bananas - 100 pieces
- Grapes - 8 kilograms
- Water - 120 liters
- Sparkling water - 30 liters
- Cola - 30 liters
- Coke Zero - 20 liters
- Orange soda - 20 liters
- Lemonade - 25 liters
- Apple juice - 15 liters
- Orange juice - 15 liters
- Coffee - 2 kilograms
- Tea - 200 bags
- Sugar - 2 kilograms
- Milk - 12 liters
- Oat milk - 6 liters
- Lemons - 20 pieces
- Ice cubes - 30 kilograms
- Coffee creamer - 500 milliliters
- Stir sticks - 200 pieces
- Coffee filters - 200 pieces
- Vegan cookies - 4 packs
- Gluten-free rolls - 10 pieces
- Gluten-free burgers - 10 pieces
- Vegan sauces - 4 bottles
- Egg-free mayonnaise - 2 bottles
- Napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Compostable trash bags - 50
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Disinfectant spray - 3 bottles
- Nitrile gloves - 200 pieces
- Aluminum trays - 100 pieces
- Baking paper - 4 rolls
- Charcoal - 30 kilograms
- Firelighters - 4 boxes
- Matches - 4 boxes
- Syrup - 6 bottles
- Straws - 200 pieces
- Ice pops - 150 pieces
- Chocolate bars - 100 pieces
- Candy bags - 130 pieces
- Muffins - 150 pieces
- Strawberries - 6 kg
- Melons - 8 pieces
- Grape juice - 10 liters
- Herbal tea - 100 bags
- Honey - 2 jars

Tips

Count one reusable cup, plate and cutlery set per participant, plus at least 10% extra. Add serving spoons, small bowls and serving platters before shopping; these are easy to overlook.
For an outdoor Youth Day, arrange one party tent or other covered area for registration and food service, and check the weather forecast no later than 48 hours before the event. Do not leave tent collection until the morning itself.
Prepare one registration desk, name badges and printed contact information for every participant and team member. Put pens, the registration list and dietary requirements together the evening before.
If food is prepared or served outdoors, collect the barbecue, BBQ tools, cutting boards, chef’s knife, coolers, thermos flasks, foil and cling film in one labelled crate. Keep cold food in coolers until it is needed.
Test speakers, the mixer, microphones, stands, extension cords and power strips at least one day ahead. Charge power banks overnight and keep cables away from walkways; a last-minute sound check is too late if an adapter or outlet is missing.

Frequently asked questions

What do I need for a Youth Day barbecue?: Plan the barbecue, BBQ tools, cutting boards, a chef’s knife, serving platters, coolers, foil and cling film. For table service, provide one reusable cup, plate and cutlery set per participant, plus 10% extra.
How many cups and plates do I need for Youth Day?: Use the confirmed registration count as your base: one cup, plate and cutlery set per person. Add at least 10% extra, so a group of 50 needs 55 of each item.
When should I prepare the Youth Day shopping list?: Make the first list as soon as registrations close and confirm quantities at least 48 hours before the event. Buy fresh food and collect borrowed equipment no later than the day before.
What equipment is needed for outdoor Youth Day activities?: For the activity area, check the planned sports equipment, including footballs and basketballs, and provide tables, chairs, waste bins and party tents. Test speakers and power equipment at least one day before setup.

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