What you need for a climate evening

A climate evening needs more than food and drinks. Plan for presentations, workshops, registration and a mix of seated and standing attendees. This shopping list covers the practical items that are easy to overlook, from HDMI cables and microphone stands to reusable cups, serving platters and separate packaging for dietary meals. Check quantities against your registration list, then buy or borrow equipment at least one week before the event.

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What to bring

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

Furniture

Tablesqty 10
Chairsqty 90
Foldable tablesqty 4
Tableclothsqty 10
Stoolsqty 8
Coat racksqty 3

Equipment

Projector
Projection screen
Laptop
HDMI cablesqty 3
Microphonesqty 2
Speakersqty 2
Microphone standsqty 2
Power stripsqty 6
Extension cordsqty 6
Presentation clicker
USB sticksqty 3
Rechargeable batteriesqty 12

Tableware

Reusable cupsqty 100
Coffee cupsqty 60
Platesqty 100
Cutlery setsqty 100
Teaspoonsqty 60
Serving plattersqty 12
Serving tongsqty 8
Carafesqty 10
Thermos flasksqty 6

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving spoonsqty 6
Mixing bowlsqty 4
Kettlesqty 3
Coffee machinesqty 2
Coolersqty 4
Ice cube traysqty 6

Decorations

Climate postersqty 12
Paper garlandsqty 8
Table décorqty 10
Name badgesqty 100
Information boardsqty 8
Whiteboardqty 2
Flip chartsqty 3
Flip chart paperqty 6
Markersqty 24

Lighting

LED string lightsqty 6
LED table lampsqty 8
Flashlightsqty 4

Cleaning

Waste binsqty 8
Cleaning bucketsqty 3
Broom setsqty 3
Mopsqty 3
Glovesqty 12

Catering

Groceries
- Coffee beans - 2 kilograms
- Black tea - 4 boxes
- Herbal tea - 3 boxes
- Cocoa powder - 500 gram
- Semi-skimmed milk - 8 liters
- Oat milk - 6 liters
- Soy milk - 3 liters
- Granulated sugar - 2 kilograms
- Honey - 2 jars
- Lemons - 2 kilograms
- Still water - 12 bottles
- Sparkling water - 12 bottles
- Apple juice - 8 liters
- Orange juice - 8 liters
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Ginger beer - 4 bottles
- Red grapes - 4 kilograms
- Apples - 5 kilograms
- Bananas - 4 kilogram
- Pears - 4 kilograms
- Carrots - 4 kilograms
- Cucumbers - 8 pieces
- Cherry tomatoes - 3 kilograms
- Bell peppers - 12 pieces
- Celery - 3 stalks
- Radishes - 6 bunches
- Mixed salad - 3 kilograms
- Whole wheat bread - 12 loaves
- Wholegrain wraps - 6 packs
- Plain hummus - 3 kilograms
- Red pepper hummus - 2 kilogram
- Cream cheese - 1 kilogram
- Plant-based spread - 1 kilogram
- Young cheese - 2 kilograms
- Goat cheese - 1 kilogram
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Olive tapenade - 2 jars
- Falafel - 4 kilograms
- Lentils - 3 kilogram
- Chickpeas - 3 kilograms
- Couscous - 4 kilograms
- Brown rice - 3 kilograms
- Diced tomatoes - 12 cans
- Coconut milk - 8 cans
- Vegetable stock - 3 boxes
- Potatoes - 8 kilograms
- Onions - 3 kilograms
- Garlic - 6 bulbs
- Spinach - 3 kilograms
- Zucchini - 8 pieces
- Eggplants - 6 pieces
- Mushrooms - 3 kilogram
- Corn - 6 cans
- Kidney beans - 6 cans
- Pumpkin - 4 kilogram
- Tomato paste - 6 cans
- Olive oil - 3 liters
- Balsamic vinegar - 2 bottles
- Soy sauce - 2 bottles
- Tahini - 2 jars
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Cumin - 1 jar
- Paprika powder - 1 jar
- Curry powder - 1 jar
- Oregano - 1 pot
- Basil - 6 bunches
- Parsley - 6 bunches
- Salt - 1 kilogram
- Black pepper - 250 grams
- Wholegrain crackers - 8 packs
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Unsalted nuts - 3 kilogram
- Raisins - 2 kilograms
- Dark chocolate bars - 12 bars
- Oatmeal cookies - 8 packs
- Vegan brownies - 6 boxes
- Coconut macaroons - 4 boxes
- Lemon cake - 4 cakes
- Paper napkins - 8 packs
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Residual waste bags - 40 pieces
- Compostable trash bags - 30 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Sponges - 12 pieces
- Tea towels - 12 pieces
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles

Tips

Plan around your final registration count: provide one reusable cup, plate and cutlery set per attendee, plus at least 10% extra for late arrivals or replacements.
Allow two to three drinks per person for the first hour, then about one drink per person per additional hour. Chill drinks several hours before doors open and keep a few room-temperature options available.
Test the projector, laptop, microphones, speakers and every HDMI cable at least one day before the event. Pack a presentation clicker, USB stick and spare rechargeable batteries as backups.
For workshops, prepare materials in sets before attendees arrive. Keep cutting boards, chef’s knives and serving utensils in the preparation area rather than mixing them with the serving equipment.
Label dietary meals individually and keep them separate from the main catering. Set aside dedicated serving platters and tongs so ingredients are not accidentally mixed.

Frequently asked questions

How many cups and plates do I need for a climate evening?: Start with one reusable cup, coffee cup, plate and cutlery set per registered attendee, then add 10% extra. For 50 attendees, prepare at least 55 of each item.
What presentation equipment is needed for a climate evening?: Prepare a projector, screen, laptop, HDMI cables, presentation clicker, microphones, speakers and microphone stands. Test the complete setup at least 24 hours beforehand and bring a USB stick with the presentations.
How much food and drink should I buy for a climate evening?: Use the confirmed registration count and add 10% for last-minute changes. For drinks, plan two to three per person for the first hour and one per person for each hour after that; order catering at least one week ahead.
When should I prepare workshop and dietary items?: Pack workshop materials and label dietary meals no later than the day before the event. Keep dietary portions separately packaged and place them in a clearly marked area before catering is served.

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