What you need for a Climate Adaptation Evening
A Climate Adaptation Evening combines presentations, workshops and informal conversation, so your shopping list needs to cover more than refreshments. Plan supplies for the reception desk, workshop tables, presentation area and information stands. Reusable cups, glasses and serving ware keep the setup consistent, while power strips, extension cords and rechargeable lamps prevent common equipment problems. Check dietary requirements before placing the catering order, and buy or collect everything at least one day before the event.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 12
- Chairsqty 90
- Reception desk
- Presentation tableqty 2
- Waste binsqty 6
Equipment
- Projector
- Projection screen
- Laptop
- Speakersqty 2
- Wireless microphoneqty 2
- Power stripsqty 5
- Extension cordsqty 5
- Rechargeable lampsqty 6
Tableware
- Reusable coffee cupsqty 90
- Reusable drinking glassesqty 90
- Platesqty 90
- Cutlery setsqty 90
- Coffee potsqty 4
- Thermos flasksqty 4
- Serving bowlsqty 4
Kitchen
- Coolersqty 4
- Cutting boardsqty 4
- Chef's knifeqty 4
- Serving plattersqty 12
- Serving tongsqty 8
- Serving spoonsqty 8
- Apronsqty 5
Decorations
- Tableclothsqty 12
- Name badgesqty 100
- Name badge holdersqty 20
- Info panelsqty 8
- Poster presentation standsqty 6
- Directional signsqty 10
- Table décorqty 12
Workshop materials
- Flip chartsqty 6
- Flipchart markersqty 24
- Whiteboardsqty 4
- Whiteboard markersqty 16
- Clipboardsqty 12
- Notepadsqty 100
- Ballpoint pensqty 100
- Sticky notesqty 30
- Colored stickersqty 300
- Scissorsqty 12
- Glue sticksqty 12
- Rope rollsqty 4
- Plant containersqty 6
- Rain barrel modelsqty 2
- Soil sample kitsqty 6
- Measuring cupsqty 12
Lighting
- String lightsqty 4
- Battery lanternsqty 8
Cleaning
- Hand broomsqty 3
- Floor mopsqty 3
- Bucketsqty 3
- Cleaning clothsqty 12
- Litter pickersqty 3
Catering
- Groceries
- Coffee - 2 kilograms
- Tea bags - 150 pieces
- Decaf coffee - 250 grams
- Sugar - 1 kilogram
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 8 pieces
- Spa Blauw - 8 bottles
- Sparkling water - 6 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Lemonade - 4 bottles
- Whole grain bread - 8 loaves
- Multigrain bread - 6 loaves
- Whole wheat wraps - 40 pieces
- Hummus - 2 kilograms
- Cream cheese - 1 kilogram
- Young cheese - 2 kilograms
- Aged cheese - 1 kilogram
- Herb cream cheese - 750 grams
- Smoked chicken breast - 1 kilogram
- Vegetarian slices - 1 kilogram
- Egg salad - 1 kilogram
- Cucumbers - 8 pieces
- Tomatoes - 2 kilograms
- Bell peppers - 12 pieces
- Arugula - 1 kilogram
- Carrots - 2 kilogram
- Celery - 1 kilogram
- Red onions - 1 kilogram
- Olives - 1 kilogram
- Chickpeas - 8 cans
- Corn - 6 cans
- Feta - 1 kilogram
- Olive oil - 1 liter
- Balsamic vinegar - 500 milliliters
- Mayonnaise - 1 jar
- Mustard - 2 jars
- Ketchup - 2 bottles
- Pesto - 4 jars
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Rice crackers - 6 packs
- Mixed nuts - 2 kilograms
- Raisins - 1 kilogram
- Apples - 100 pieces
- Bananas - 80 pieces
- Grapes - 6 kilograms
- Mandarins - 80 pieces
- Wholegrain biscuits - 10 packs
- Oat bars - 100 pieces
- Vegan muffins - 50 pieces
- Gluten-free crackers - 4 packs
- Gluten-free bread - 2 loaves
- Vegan spread - 1 kilogram
- Salt - 500 grams
- Pepper - 250 gram
- Paprika powder - 100 grams
- Italian herbs - 100 grams
- Garlic - 6 bulbs
- Lemon juice - 500 milliliter
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 12 pieces
- Residual waste bin bags - 40 pieces
- Plastic bin bags - 20 pieces
- Paper trash bags - 20 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper napkins - 200 pieces
Tips
- Plan drinks by time, not just by headcount: allow two to three drinks per person for the first hour, then one drink per person for each additional hour. Chill what fits in the coolers and keep the rest ready in thermos flasks or storage.
- Count reusable coffee cups, drinking glasses, plates and cutlery sets against your registration list, then add 10% extra. Workshop guests often keep a cup or plate at their table instead of returning it.
- Prepare presentation equipment before guests arrive. Test the laptop, projector, projection screen, speakers and wireless microphone together, and bring enough power strips and extension cords to reach every table.
- Buy or gather food-serving supplies separately from the food itself. Serving bowls, platters, tongs, spoons, cutting boards, a chef's knife and aprons are easy to overlook when the catering order is already confirmed.
- Set aside name badges and holders for every registered visitor plus at least 10 spare sets. Put waste bins near the reception desk, catering area and workshop tables so cleanup does not depend on one central bin.
Frequently asked questions
- How many drinks do I need for a Climate Adaptation Evening?
- Allow two to three drinks per person during the first hour, then one drink per person for every additional hour. Add around 10% extra if attendance is uncertain or the event runs longer than planned.
- When should I place the catering order?
- Place the order after registration closes and dietary requirements have been collected. Aim to confirm quantities at least 3 to 5 days before the evening, then buy fresh snacks as close to the event as practical.
- How many cups, glasses and plates should I buy or bring?
- Count one coffee cup, drinking glass, plate and cutlery set per registered guest, then add 10% spare tableware. For 50 guests, that means preparing at least 55 of each item where possible.
- What equipment should I test before the event?
- Test the laptop, projector, projection screen, speakers and wireless microphone together at least 24 hours beforehand. Check every power strip and extension cord in the room, and keep rechargeable lamps charged as a backup.
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