What you need for an anti-discrimination meeting

Plan the room around participation, not just presentation. You will need enough chairs and tables for the expected attendance, a clear registration point, reliable audio and visual equipment, and catering supplies that support different dietary needs. Bring printed name badges, question cards, the participant list and route signs so people can find the meeting and take part without delays. Check quantities against confirmed registrations several days before the event, then test every cable, microphone and presentation connection before guests arrive.

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What to bring

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

Furniture

Chairsqty 90
Tablesqty 12
Registration desk
Speaker table
Coat racksqty 2

Equipment

Laptopqty 2
Projector
Projection screen
Portable speakersqty 2
Wireless microphonesqty 2
Microphone stand
Extension cordsqty 6
Power stripsqty 4
HDMI cablesqty 3
Presentation clickerqty 2
Power banksqty 4

Tableware

Coffee cupsqty 90
Glassesqty 90
Platesqty 100
Cutlery setsqty 100
Serving spoonsqty 8
Serving plattersqty 12
Pitchersqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 4
Bread knivesqty 4
Kitchen knivesqty 4
Serving tongsqty 6
Buffet label cardsqty 20

Decorations

Name badgesqty 90
Name badge holdersqty 90
Tableclothsqty 12
Information bannersqty 4
Directional signsqty 12
Info standsqty 6
Sticky tackqty 4
Clothespinsqty 100

Lighting

LED table lampsqty 8

Cleaning

Waste binsqty 8
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 6

Catering

Groceries
- Coffee beans - 2 kilograms
- Tea bags - 200 pieces
- Decaf coffee - 500 grams
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Sugar - 2 kilograms
- Sweeteners - 200 pieces
- Lemons - 12 pieces
- Still water - 12 liters
- Sparkling water - 12 liter
- Cola - 8 liters
- Coca-Cola Zero - 8 liters
- Sinas - 6 liters
- Apple juice - 6 liters
- Orange juice - 6 liters
- Alcohol-free beer - 48 bottles
- Apples - 60 pieces
- Bananas - 40 pieces
- Grapes - 4 kilograms
- Cucumbers - 8 pieces
- Carrots - 4 kilograms
- Cherry tomatoes - 3 kilograms
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Rice cakes - 6 packs
- Mixed nuts - 3 kilograms
- Hummus - 3 kilograms
- Tzatziki - 2 kilogram
- Salsa - 2 kilograms
- Baguettes - 24 pieces
- Whole wheat bread - 12 loaves
- Gluten-free bread - 4 loaves
- Rye bread - 4 loaves
- Butter - 1 kilogram
- Mild cheese - 3 kilograms
- Hummus spread - 2 kilogram
- Vegetarian spreads - 2 kilogram
- Chicken breast slices - 2 kilograms
- Boiled eggs - 60 pcs
- Iceberg lettuce - 12 heads
- Tomatoes - 4 kilogram
- Red onions - 2 kilograms
- Mayonnaise - 2 liter
- Mustard - 1 liter
- Ketchup - 1 liter
- Vegetable soup - 20 liters
- Tomato soup - 20 liters
- Gluten-free soup - 4 liters
- Breadsticks - 8 packs
- Croutons - 6 bags
- Vegan meatballs - 6 kilogram
- Potato salad - 8 kilograms
- Pasta salad - 8 kilograms
- Green salad - 8 kilograms
- Vegan dressing - 2 liter
- Yogurt dressing - 2 liters
- Vegan rolls - 40 pieces
- Mini muffins - 120 pieces
- Cookies - 8 packs
- Vegan cookies - 4 packs
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Napkins - 300 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Disinfectant wipes - 4 packs
- Garbage bags - 50 pieces
- Paper towels - 12 packs
- Hand soap - 6 bottles
- Coffee filters - 2 packs
- Ice cubes - 10 kilograms

Tips

Count chairs, cups, glasses, plates and cutlery from the confirmed registration list, then add about 10% extra. This prevents shortages when late arrivals or replacement place settings appear.
Prepare the registration table with name badges, the printed participant list and pens at least 30 minutes before doors open. Keep accessibility requirements and dietary information available to the registration team without displaying them publicly.
Test the laptop, projector, screen, HDMI cables, presentation clicker and microphones together at the venue. Bring at least two extension cords, two power strips and charged power banks so one missing connection does not stop the programme.
For a meeting with coffee, tea and water, provide roughly one cup per person for each planned break, plus pitchers and extra glasses for the discussion area. Order food only after collecting dietary requirements, and label suitable options clearly.
Reserve seating before setup starts, including a clear route to the entrance, registration table and toilets. Print route signs and place them at every turn; participants should not have to ask where the meeting room is.

Frequently asked questions

What equipment do I need for an anti-discrimination meeting?: Plan for a laptop, projector, projection screen, HDMI cables, a presentation clicker and suitable audio equipment. For a discussion with more than about 20 participants, use a microphone and test the full setup at least 60 minutes before arrival.
How many chairs and tables do I need for the meeting?: Provide one chair per confirmed participant, speaker and facilitator, then add about 10% spare capacity. The number of tables depends on the format, but allow space for registration, speakers, catering and accessible movement routes.
How much catering should I order for an anti-discrimination meeting?: Use the confirmed registration count and add 10% for late changes. Collect dietary requirements no later than 3 to 5 days before the meeting so suitable food and clearly labelled serving areas can be arranged.
When should I prepare the name badges and printed materials?: Print the participant list, name badges, question cards and route signs at least one day before the meeting. Sort badges alphabetically and place the registration materials on the table 30 minutes before doors open.

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