What you need for a business networking event

A business networking event needs more than coffee and name badges. Plan supplies around your guest count, the length of the program and whether people will stand, sit or move between sessions. This shopping list covers registration, refreshments, table settings, signage, furniture and presentation equipment. Order or borrow shared equipment early, then buy consumables after registration numbers and dietary requirements are confirmed.

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What to bring

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

Furniture

Tablesqty 8
Tall cocktail tablesqty 4
Chairsqty 60
Clothes racksqty 2
Tableclothsqty 8

Tableware

Water glassesqty 80
Wine glassesqty 70
Coffee cupsqty 60
Platesqty 70
Cutlery setsqty 70
Serving traysqty 10

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Speakersqty 2
Microphone
Projector
Projection screen
Extension cordsqty 4
Power stripsqty 4
Cable traysqty 4

Registration

Name badgesqty 60
Lanyardsqty 60
Clipboardsqty 3
Desk pensqty 20
Name badge holdersqty 60

Decorations

Flower arrangementsqty 8
Welcome sign
Directional signsqty 6
Table decorationsqty 8

Lighting

LED lampsqty 6

Kitchen

Cutting boardsqty 3
Kitchen knivesqty 3
Small bowlsqty 12
Serving spoonsqty 10

Catering

Groceries
- Coffee beans - 3 bags
- Tea bags - 2 boxes
- Whole milk - 6 liters
- Oat milk - 4 liters
- Sugar - 1 kilo
- Sweetener - 1 box
- Still mineral water - 8 bottles
- Sparkling mineral water - 6 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Bitter lemon - 2 bottles
- Tonic - 2 bottles
- Beer - 4 crates
- Alcohol-free beer - 2 crates
- Dry white wine - 8 bottles
- Dry red wine - 4 bottles
- Non-alcoholic wine - 3 bottles
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Tortilla chips - 4 bags
- Salted peanuts - 3 bags
- Cashews - 3 bags
- Green olives - 3 jars
- Black olives - 3 jars
- Cheese biscuits - 4 boxes
- Crackers - 6 packs
- Baguettes - 8 pieces
- Hummus - 6 tubs
- Herb cream cheese - 6 tubs
- Brie - 2 kilos
- Young cheese - 2 kilos
- Grapes - 4 kilos
- Apples - 40 pieces
- Cherry tomatoes - 3 kilos
- Cucumbers - 6 pieces
- Mini carrots - 3 kilos
- Balsamic dressing - 2 bottles
- Cocktail sauce - 2 bottles
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Paper napkins - 250 pieces
- Coffee filters - 2 packs
- Ice cubes - 10 kilos
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Sponges - 2 packs
- Rubber gloves - 3 pairs

Tips

Prepare one name badge, lanyard or holder and a working pen for every registered guest, plus 10% extra for walk-ins, spelling changes and damaged badges. Keep the final participant list at the registration desk.
For the first hour, allow two to three drinks per person, then one drink per person for each additional hour. Provide water throughout, and chill drinks at least four hours before doors open if storage space allows.
Match tableware to the serving style: allow one plate, cutlery set and coffee cup per guest, then add 10% extra. For a standing reception, plan roughly one cocktail table for every 8 to 10 people.
Check every powered item at least one day before the event. Test the microphone, speakers, projector and coffee machines together, and bring extension cords, power strips and cable trays long enough to keep walkways clear.
Print the welcome sign, directional signs and program before event day, with at least two spare copies of each. Place route signs at every decision point from the entrance to registration, refreshments and the main room.

Frequently asked questions

How many name badges do I need for a business networking event?: Prepare one badge per confirmed participant, then add 10% extra. For 80 guests, print 88 badges and keep blank inserts or spare holders at registration for last-minute changes.
How much food and drink should I buy for a networking event?: For drinks, plan two to three per person during the first hour and one per person for each additional hour. Confirm catering quantities after registration closes, and collect dietary requirements at least 5 days before the event.
What equipment is needed for a business networking event?: For a presentation-based program, check a microphone, speakers, projector, projection screen and power supplies. Test all equipment at least 24 hours beforehand and bring spare extension cords, power strips and cable trays.
How many tables and chairs do I need for a networking event?: Base seating on the program: provide a chair for each guest who needs to sit, and use about one tall cocktail table for every 8 to 10 standing guests. Confirm the layout after the venue capacity and room plan are fixed.

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