What you need for a B2B matchmaking event

A B2B matchmaking event needs more than tables and coffee. You need clear registration materials, match cards, name badges, printed schedules and enough glassware for timed meetings and catering. Use the quantities below as a starting point, then adjust them to your confirmed participant count and programme. Order printed materials and specialist equipment early, because missing badges, microphones or chilled drinks are difficult to replace on the day.

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What to bring

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

Furniture

Match tablesqty 12
Bistro tablesqty 8
Chairsqty 72
Registration desk
Buffet tablesqty 4
Stoolsqty 12

Tableware

Wine glassesqty 90
Water glassesqty 90
Coffee cupsqty 75
Platesqty 90
Cutlery setsqty 90
Serving plattersqty 12
Serving tongsqty 8

Equipment

Laptopqty 2
Projector
Projection screen
Wireless microphonesqty 2
Speakersqty 2
Microphone standsqty 2
Extension cordsqty 6
Power stripsqty 8
Charging stationsqty 3
Coolersqty 4
Thermos flasksqty 6
Kettlesqty 2
USB sticksqty 3
HDMI cablesqty 3
HDMI adaptersqty 4
Presentation clickerqty 2
Power banksqty 4

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 4
Serving spoonsqty 8
Cooling matsqty 4
Food containersqty 12
Cling filmqty 2
Aluminum foilqty 2
Serving plattersqty 16
Bread basketsqty 8
Herb containersqty 6

Decorations

Tableclothsqty 16
Flower arrangementsqty 8
Name card holdersqty 72
Table numbersqty 12
Pen holdersqty 12
Buntingqty 4
Cable traysqty 10
Flip chartsqty 4
Flip chart paperqty 8
Markersqty 24
Post-it padsqty 20
Pensqty 80
Notepadsqty 80
Clipboardsqty 6
Wayfinding signsqty 10
Table signsqty 20
Badge holdersqty 80
Lanyardsqty 80
Contact cardsqty 200
Match cardsqty 160
Program leafletsqty 80
Registration listsqty 4
Arrow stickersqty 30
Name stickersqty 100
Table number cardsqty 12

Lighting

LED lampsqty 8
Mood lightingqty 4

Catering

Water jugsqty 10
Coffee urnqty 2
Tea boxesqty 4
Buffet platesqty 10
Drink cratesqty 8
Ice packsqty 20
Napkin holdersqty 8
Corkscrewqty 2
Bottle openersqty 3
Ice bucketsqty 3
Drink dispensersqty 3
Groceries
- Coffee beans - 3 kilo
- Tea bags - 150 pieces
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar sticks - 200 pieces
- Sweeteners - 100 pieces
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Still water - 12 bottles
- Sparkling water - 12 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Tonic - 4 bottles
- Ginger ale - 4 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Alcohol-free beer - 36 bottles
- Pilsner - 72 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 6 bottles
- Bubbles - 6 bottles
- Ice cubes - 15 kilos
- Mini sandwiches - 120 pieces
- Whole grain bread - 8 loaves
- Ciabatta - 8 pieces
- Butter - 1 kilo
- Cream cheese - 1,5 kilo
- Young cheese - 2 kilos
- Brie - 1.5 kilos
- Hummus - 1.5 kilos
- Pesto - 4 jars
- Smoked chicken breast - 1,5 kilo
- Smoked salmon - 1 kilo
- Vegetarian Spread - 1 kilo
- Cucumbers - 8 pieces
- Cherry tomatoes - 3 kilos
- Bell peppers - 12 pieces
- Arugula - 1 kilo
- Mixed salad - 2 kilos
- Grapes - 4 kilos
- Apples - 60 pieces
- Bananas - 40 pieces
- Berry mix - 2 kilos
- Nut mix - 2 kilo
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Olives - 6 jars
- Salted breadsticks - 6 bags
- Crackers - 8 packs
- Rice salad - 5 kilo
- Pasta salad - 5 kilos
- Potato salad - 4 kilos
- Mixed green salad - 5 kilo
- Grilled vegetables - 4 kilos
- Falafel - 3 kilos
- Chicken skewers - 5 kilos
- Mini quiches - 120 pieces
- Sandwiches - 80 pieces
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Chili sauce - 2 bottles
- Balsamic vinegar - 2 bottles
- Olive oil - 2 bottles
- Salt - 1 pack
- Black pepper - 1 jar
- Mini brownies - 80 pieces
- Mini fruit pastries - 80 pieces
- Dark chocolate - 1 kilo
- Cookies - 8 packs
- Diet-friendly desserts - 12 pieces
- Paper napkins - 300 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- Cleaning sponges - 6 pieces
- Disinfectant wipes - 4 packs
- Hand soap - 4 bottles
- Hand gel - 6 bottles
Drinking glasses for receptionqty 100
Coffee spoonsqty 80
Milk jugsqty 8
Sugar bowlsqty 8
Napkin dispensersqty 8
Label holdersqty 20
Thermos bottlesqty 4
Serving traysqty 6

Cleaning

Waste binsqty 8
Waste sorting binsqty 4
Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 2
Cleaning clothsqty 12
Rubber glovesqty 6

Tips

Plan one match table per scheduled conversation at a time, plus at least one spare table for late changes, staff use or accessibility needs. Add one chair for every seated participant and keep a few spare chairs nearby.
Prepare one name badge, programme folder and match-card set for every confirmed participant, plus 5–10% extra. Print these only after the participant list and matching schedule are closed.
For a half-day event, allow at least 1 litre of water per participant, then add coffee, tea and other drinks according to the programme. Chill drinks several hours before doors open and keep a separate supply for staff and suppliers.
Count glasses, cups, plates and cutlery against the highest simultaneous service, not the total number of guests. A practical starting point is 1.5 water glasses and 1.2 coffee cups per participant, with extra stock for breakage and repeat use.
Test the laptop, projector, screen, microphones, speakers, extension cords and power strips at least 60 minutes before registration. Provide one charging station for every 10–15 participants and keep cables away from walking routes.

Frequently asked questions

What do I need for a B2B matchmaking event?: Prepare registration materials, name badges, programme folders, match cards, match tables, chairs, catering equipment, drinks and audiovisual equipment. Start with one complete set of printed materials per confirmed participant and add 5–10% spare copies.
How many tables do I need for B2B matchmaking?: Use one match table for each conversation running at the same time, then add at least one spare table. For example, 12 simultaneous matches require 13 tables before adding separate registration, buffet or bistro tables.
How much water and coffee should I buy for a business matchmaking event?: For a half-day programme, budget at least 1 litre of water per participant. Use roughly 1.5 water glasses and 1.2 coffee cups per participant, then add 10% if washing and reuse during breaks are not possible.
When should I print name badges and match cards?: Print them after the participant list and matching schedule are closed, ideally 2–3 working days before the event. Prepare 5–10% spare badges and folders for late changes, replacements or walk-in staff.

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