What to buy and bring for Youth Week

A Youth Week needs more than food and drinks. You also need serving gear for every meal, cooking equipment, coolers for refrigerated items, and supplies for sports, games and group activities. Plan quantities from your registration list, including dietary requirements, and add enough reusable tableware for the largest meal group. Check venue facilities and power access before buying or transporting equipment such as speakers, a projector or extension cords.

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What to bring

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

Furniture

Tablesqty 12
Chairsqty 70
Picnic benchesqty 6
Party tentsqty 3
Foldable tablesqty 4

Tableware

Reusable platesqty 80
Reusable bowlsqty 70
Reusable cupsqty 100
Reusable cutleryqty 100
Serving spoonsqty 12

Kitchen

Cooking potsqty 6
Frying pansqty 3
Cutting boardsqty 6
Chef's knifeqty 6
Mixing bowlsqty 8
Measuring cupsqty 4
Colandersqty 4
Coolersqty 6
Thermos flasksqty 6

Equipment

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

Sports equipment

Footballsqty 6
Basketballsqty 4
Volleyballqty 3
Conesqty 30
Hoopsqty 20
Skipping ropesqty 20
Beanbagsqty 30
Badminton setsqty 6
Water spongesqty 40
Ropeqty 100
Compassqty 12
Flashlightsqty 20

Decorations

Buntingqty 12
Balloonsqty 100
Name badgesqty 80
Markersqty 30
Colored paperqty 10
Tapeqty 8
Craft paintqty 12
Brushesqty 30
Certificatesqty 70

Lighting

LED lampsqty 8
String lightsqty 6

Cleaning

Bucketsqty 6
Mopsqty 4
Broom setsqty 4
Hand broomsqty 4
Reusable cleaning clothsqty 30
Toilet brushesqty 3
Waste binsqty 8
First aid kitsqty 2
Fire blanketsqty 2

Catering

Groceries
- Coffee - 6 packs
- Tea - 5 boxes
- Sugar - 3 packs
- Milk - 20 liters
- Oat milk - 6 liters
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Apple juice - 8 cartons
- Spa Blauw - 120 bottles
- Lemonade syrup - 4 bottles
- Bread - 30 loaves
- Whole wheat bread - 20 loaves
- Bread rolls - 100 pieces
- Croissants - 80 pieces
- Butter - 8 tubs
- Margarine - 6 tubs
- Young cheese - 8 kilograms
- Aged cheese - 5 kilograms
- Ham - 5 kilogram
- Chicken breast slices - 4 kilograms
- Chocolate spread - 6 jars
- Peanut butter - 6 jars
- Jam - 6 jars
- Eggs - 180 pieces
- Yogurt - 20 liters
- Muesli - 8 kilogram
- Oatmeal - 5 kilograms
- Bananas - 12 kilograms
- Apples - 12 kilograms
- Grapes - 8 kilograms
- Cucumbers - 20 pieces
- Tomatoes - 15 kilograms
- Carrots - 10 kilograms
- Bell peppers - 30 pieces
- Lettuce - 12 heads
- Onions - 8 kilograms
- Garlic - 10 bulbs
- Potatoes - 30 kilograms
- Rice - 12 kilogram
- Pasta - 15 kilogram
- Wraps - 160 pieces
- Tomato sauce - 20 jars
- Pizza bases - 60 pieces
- Pizza cheese - 8 kilogram
- Chicken breast - 15 kilograms
- Vegetarian burgers - 40 pieces
- Hamburgers - 100 pieces
- Hot dogs - 100 pieces
- Burger buns - 100 pieces
- Hot dog buns - 100 pieces
- Mayonnaise - 6 bottles
- Ketchup - 8 bottles
- Mustard - 4 bottles
- Barbecue sauce - 6 bottles
- Olive oil - 4 bottles
- Salt - 3 packs
- Pepper - 3 jars
- Paprika powder - 3 jars
- Italian herbs - 3 jars
- Chili powder - 2 jars
- Vegetable stock - 3 boxes
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Popcorn kernels - 5 kilograms
- Cookies - 15 packs
- Muesli bars - 150 pieces
- Ice lollies - 100 pieces
- Marshmallows - 8 bags
- Chocolate - 5 kilograms
- Cake - 12 pieces
- Herb cheese - 12 tubs
- Hummus - 12 tubs
- Tortilla chips - 12 bags
- Salsa sauce - 8 jars
- Garbage bags - 100 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Disinfectant spray - 4 bottles
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 8 bottles
- Paper napkins - 1000 pieces
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 4 rolls

Tips

Count one reusable plate, bowl, cup and set of cutlery per participant for each meal, then add 10% extra for dropped or misplaced items. Keep serving spoons separate so they are not used up as personal cutlery.
For a full-day programme, plan at least two to three drinks per person for the first hour and one drink per hour after that. Use coolers for chilled items and thermos flasks for drinks that need to stay hot.
Match cooking equipment to the largest meal rather than the average group size. Check that you have enough pots, frying pans, chopping boards, knives, mixing bowls, measuring cups and colanders before the shopping day.
Pack sports equipment by activity: footballs, basketballs, a volleyball, cones and hoops are easy to forget when activities change during the week. Count the equipment during setup and again before the group leaves.
Bring 10% spare seating and table capacity when the venue allows it, especially if meals and activities use different areas. Test speakers, the microphone, projector, screen, extension cords and power strips before the first session.

Frequently asked questions

How much tableware do I need for Youth Week?: Plan one plate, bowl, cup and cutlery set per participant for the largest meal group, plus 10% spare. If the group has 40 participants, prepare at least 44 of each item.
How many drinks should I buy for Youth Week?: For the first hour, allow two to three drinks per person, then about one drink per person per hour. For 40 people over a six-hour day, that means roughly 280 to 320 drinks, adjusted for weather and the meal plan.
When should I buy refrigerated food for Youth Week?: Buy chilled and fresh food no earlier than one to two days before it is needed, unless it has a longer safe storage period. Store it in coolers or a refrigerator as soon as shopping is finished.
What equipment do I need for Youth Week activities?: For the listed programme, prepare footballs, basketballs, a volleyball, cones and hoops, plus any audio or presentation equipment required. Test powered equipment at least one day before the event and bring spare extension cords or power strips.

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