What to buy for a youth evening

A youth evening needs more than snacks and a playlist. Plan drinks, food, serving items, games, decorations and the equipment needed to run the room smoothly. Reusable cups, plates and serving utensils are easy to overlook, as are coolers, extension cords and name stickers. Confirm the final number of participants before shopping, then check dietary requirements so you do not buy the wrong quantities or leave anyone without a suitable option.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 50
Coat racksqty 2
Buffet tablesqty 3

Tableware

Reusable cupsqty 60
Coffee mugsqty 30
Platesqty 60
Cutlery setsqty 60
Serving plattersqty 8
Serving spoonsqty 6

Equipment

Speakersqty 2
Microphone
Laptop
Extension cordsqty 3

Kitchen

Kettlesqty 2
Coffee maker
Coolersqty 3
Cutting boardsqty 3
Bread knivesqty 3
Kitchen knivesqty 3

Decorations

Buntingqty 8
Tableclothsqty 8
Balloonsqty 100
Tapeqty 4
Markersqty 12
Name stickersqty 60

Sports equipment

Ballsqty 4
Game cardsqty 6
Board gamesqty 8

Lighting

String lightsqty 4

Cleaning

Waste binsqty 4
Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 2
Washing-up basinsqty 4

Catering

Groceries
- Pistolets - 50 pieces
- Wholemeal bread - 6 loaves
- Butter - 4 packs
- Young cheese - 2 kilograms
- Back ham - 1,5 kilogram
- Chicken breast slices - 1 kilogram
- Hummus - 6 tubs
- Cream cheese - 6 tubs
- Egg salad - 4 tubs
- Cucumbers - 6 pieces
- Tomatoes - 2 kilograms
- Lettuce - 4 heads
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 5 bags
- Salsa sauce - 5 jars
- Snack mix - 4 bags
- Popcorn - 4 bags
- Cookies - 8 packs
- Brownies - 50 pieces
- Apples - 5 kilograms
- Grapes - 3 kilograms
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 5 bottles
- Ice tea - 5 bottles
- Spa Blue - 5 crates
- Spa Rood - 2 crates
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Coffee - 3 packs
- Tea - 2 boxes
- Sugar - 2 packs
- Milk - 6 liters
- Oat milk - 3 liters
- Lemons - 8 pieces
- Ice cubes - 6 bags
- Ketchup - 2 bottles
- Mayonnaise - 2 jars
- Napkins - 6 packs
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfecting wipes - 3 packs
- Sponges - 6 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls

Tips

Plan about 2–3 drinks per person for the first hour, then 1–2 drinks per person for each additional hour. Chill drinks before guests arrive and keep extra stock in coolers.
Allow at least 1 plate, cup and cutlery set per participant, plus 10% extra for replacements. Put serving platters and serving spoons on the buffet before food is brought out.
Buy or prepare at least 2 snack portions per person for a short evening, and 3–4 portions per person for a longer evening. Check the final dietary list before choosing snacks.
Test the speakers, microphone and laptop before the event, and bring extension cords long enough to reach the activity and reception areas. Pack tape and markers for last-minute labels or signs.
Prepare one name sticker for every participant, with at least 10 spare stickers. Count game cards, board games and balls before leaving so the activity corners are ready when the room opens.

Frequently asked questions

What drinks do I need for a youth evening?: Plan 2–3 drinks per person for the first hour and 1–2 more per person for every later hour. Include water and check dietary requirements before buying other drinks.
How many cups and plates do I need for a youth evening?: Allow one cup, plate and cutlery set per participant, plus about 10% extra. For 30 participants, that means at least 33 of each item.
How much food should I buy for a youth evening?: For a short evening, plan around 2 snack portions per person; for an evening lasting several hours, plan 3–4 portions per person. Confirm the final participant count and dietary requirements before shopping.
When should I buy and chill the drinks?: Buy non-perishable items several days ahead and complete the main shop at least 1 day before the event. Chill drinks for at least 4 hours before guests arrive, using coolers if the refrigerator is too small.

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