What you need for a youth service

A youth service needs more than drinks and snacks. Plan supplies for registration, shared food, hot drinks, presentations and the room setup so the programme can run without last-minute shopping. For a first estimate, allow two to three drinks per person for the first hour, then one per hour after that. Check dietary requirements before buying food, and chill drinks several hours before guests arrive.

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What to bring

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

Furniture

Tablesqty 10
Chairsqty 70
Bar stoolsqty 4
Clothes racksqty 2

Tableware

Reusable platesqty 80
Reusable bowlsqty 70
Reusable glassesqty 100
Coffee cupsqty 70
Cutlery setsqty 80
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Serving plattersqty 10
Serving spoonsqty 8
Coolersqty 4

Equipment

Speakersqty 2
Mixer
Microphonesqty 3
Microphone standsqty 3
Audio cablesqty 8
Extension cordsqty 6
Power stripsqty 6
Laptop
Projector
Projection screen

Lighting

LED lampsqty 8
Mood lightingqty 4

Decorations

Balloonsqty 100
Buntingqty 12
Tableclothsqty 10
Name badgesqty 80
Directional signsqty 8

Sports equipment

Game cardsqty 4
Softballsqty 6
Conesqty 20
Skipping ropesqty 6
Team bibsqty 20

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopqty 3
Bucketsqty 3

Catering

Groceries
- Coffee - 3 packs
- Tea - 4 boxes
- Sugar - 2 packs
- Milk - 8 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Ice cubes - 6 bags
- Bread rolls - 80 pieces
- Whole grain bread - 8 loaves
- White bread - 6 loaves
- Butter - 4 packs
- Young cheese - 3 kilos
- Ham - 2 kilos
- Chicken breast slices - 2 kilos
- Hummus - 12 tubs
- Peanut butter - 3 jars
- Jam - 3 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Lettuce - 8 heads
- Cucumbers - 12 pieces
- Tomatoes - 3 kilos
- Bell peppers - 2 kilos
- Onions - 1 kilo
- Apples - 8 kilos
- Bananas - 6 kilos
- Grapes - 5 kilos
- Baby potatoes - 8 kilo
- Chicken pieces - 8 kilos
- Vegetarian pieces - 3 kilos
- Raw vegetable mix - 5 kilos
- Pasta salad - 6 kilos
- Garlic sauce - 3 bottles
- Yogurt dressing - 3 bottles
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Salsa - 6 jars
- Popcorn - 4 bags
- Cookies - 8 packs
- Chocolate bars - 80 pieces
- Cupcakes - 80 pieces
- Napkins - 400 pieces
- Paper cups - 100 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 4 rolls
- Hand soap - 4 bottles
- Hand sanitizer - 4 bottles

Tips

Buy drinks in two groups: chilled drinks for arrival and the first hour, plus a reserve for later. Allow two to three drinks per person for the first hour and one per person for each additional hour.
Plan one reusable plate, bowl, glass and cutlery set per guest, plus at least 10% extra for misplaced or dirty items. Keep separate coffee cups ready for the hot-drinks station.
For coffee and tea, prepare enough hot water for one to two cups per person and fill thermos flasks shortly before serving. Set out serving spoons, platters and cutting boards before the catering table is opened.
Do not leave presentation equipment until the last minute. Test the laptop, projector, screen, speakers, mixer, microphones and audio cables at least 60 minutes before the service starts, with extension cords and power strips ready.
Pack the easily forgotten setup items together: microphone stands, LED or mood lighting, coolers and clothes racks. Check the room the day before, then chill drinks and complete the shopping at least 24 hours before the event.

Frequently asked questions

How many drinks do I need for a youth service?: Plan for two to three drinks per person during the first hour, followed by one drink per person for every additional hour. Add around 10% extra if the service is outdoors or lasts longer than expected.
How much tableware is needed for a youth service?: Provide one reusable plate, bowl, glass and cutlery set per attendee, plus 10% spare. For coffee and tea, plan one cup per person if cups are washed and reused during the event, or two per person if they are not.
When should I buy and chill drinks for a youth service?: Complete the main shopping at least 24 hours before the service so missing items can still be replaced. Put drinks in coolers or refrigeration several hours before guests arrive, rather than immediately before the programme.
When should I test the sound and presentation equipment?: Test the laptop, projector, screen, speakers, mixer and microphones at least 60 minutes before the start. Keep spare audio cables, extension cords and power strips nearby so a connection problem does not delay the service.

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