What you need for a community dialogue

A community dialogue needs more than chairs and coffee. You will need a clear registration point, flexible table setups, presentation equipment, tableware, refreshments and printed materials for participants. Plan supplies around the number of registered attendees, facilitators and speakers, then add a small buffer for last-minute guests. The checklist below covers the practical items to buy, borrow or bring so discussions can start on time and run without avoidable interruptions.

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What to bring

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

Furniture

Folding tablesqty 10
Chairsqty 80
Tableclothsqty 10
Registration desk
Speaker table
Waste binsqty 6

Equipment

Projector
Projection screen
Laptop
HDMI cableqty 2
Extension cordsqty 4
Power stripsqty 4
Wireless microphonesqty 2
Microphone stand
Speakersqty 2
Presentation clicker
Mobile phoneqty 2

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 80
Cutlery setsqty 80
Pitcherqty 6
Serving spoonsqty 6

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving plattersqty 12
Serving traysqty 6
Bread knivesqty 3
Cutting boardsqty 3
Kitchen tongsqty 6
Measuring cupsqty 2

Decorations

Name badgesqty 80
Name badgesqty 12
Table signsqty 10
Program postersqty 6
Route arrowsqty 12
Information boardsqty 6
Pen holdersqty 10

Lighting

Standing lampsqty 4
Battery lanternsqty 6

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 2
Cleaning glovesqty 6
Cleaning clothsqty 12
Hand soap dispensersqty 4

Catering

Coffeeqty 2
Groceries
- Ground coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Green tea - 1 box
- Herbal tea - 1 box
- Sugar - 2 packs
- Sweetener - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Still mineral water - 48 bottles
- Sparkling mineral water - 24 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Ginger beer - 2 bottles
- Ice cubes - 8 bags
- Potato salad - 4 kilogram
- Pasta salad - 4 kilograms
- Mixed green salad - 4 kilograms
- Cucumbers - 12 pieces
- Cherry tomatoes - 3 kilograms
- Bell peppers - 12 pieces
- Red onions - 1 kilogram
- Corn - 8 cans
- Olives - 4 jars
- Feta cheese - 2 kilograms
- Shredded cheese - 1 kilogram
- Hummus - 2 kilograms
- Yogurt dressing - 2 liters
- Balsamic dressing - 2 bottles
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Vegetarian falafel - 4 kilograms
- Chicken breast strips - 4 kilograms
- Sandwiches - 100 pieces
- Whole grain bread - 8 loaves
- Gluten-free sandwiches - 12 pieces
- Butter - 1 kilogram
- Herb butter - 1 kilogram
- Young cheese - 2 kilograms
- Aged cheese - 2 kilogram
- Turkey breast - 1 kilogram
- Smoked chicken breast - 1 kilogram
- Vegetarian spread - 1 kilogram
- Egg salad - 1 kilogram
- Gluten-free crackers - 4 packs
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Salted peanuts - 4 bags
- Rice cakes - 4 packs
- Grapes - 4 kilograms
- Apples - 60 pieces
- Bananas - 40 pieces
- Mandarins - 40 pieces
- Brownies - 80 pieces
- Mini muffins - 80 pieces
- Vegan cookies - 4 packs
- Gluten-free cookies - 4 packs
- Napkins - 300 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Disinfectant wipes - 4 packs
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 4 rolls
- Compostable trash bags - 2 rolls
- Paper towels - 8 packs

Paper goods

Notepadsqty 80
Worksheetsqty 120
A4 printing paperqty 2
Flipchart padsqty 8
Presentation foldersqty 10

Writing supplies

Ballpoint pensqty 100
Markersqty 24
Markersqty 48
Pencilsqty 40
Erasersqty 20
Pencil sharpenersqty 10
Tape dispensersqty 6
Rolls of tapeqty 12
Writing clipboardsqty 20

Presentation

Flipchart markersqty 24
Post-it padsqty 30
Voting stickersqty 500
Pushpin traysqty 6
Pinsqty 100
Whiteboardqty 2
Whiteboard markersqty 12
Whiteboard erasersqty 2

Safety

Flashlightsqty 4
Batteriesqty 24
Cable matsqty 8
Non-slip matsqty 6
Warning signsqty 4

Tips

Set up one registration desk with the participant list, name badges and a mobile phone before doors open. Prepare about 10% more badges and worksheets than the number of registered participants.
For a discussion with several themed tables, allow one table for each theme plus a speaker table and a registration desk. Count one chair per participant, facilitator and speaker, then keep 5% extra if the venue allows it.
Plan drinks separately for arrival, breaks and the discussion period. Chill bottled or canned drinks several hours ahead, and prepare enough cups or glasses for one serving per person at a time plus replacements.
Check the presentation setup at least 60 minutes before participants arrive. Test the laptop, projector, screen, HDMI cable, speakers, microphones and clicker together; bring extension cords and power strips for every station.
Match catering and tableware to the registration list, including dietary requirements collected in advance. Put serving platters, trays, serving spoons, bread knives and waste bins in place before food arrives so the break does not delay the programme.

Frequently asked questions

What equipment do I need for a community dialogue?: For a presentation-based session, plan a laptop, projector, projection screen, HDMI cable, speakers, microphones and a presentation clicker. Test the complete setup at least 60 minutes before the start and bring extension cords and power strips.
How many chairs and tables do I need for a community dialogue?: Provide one chair for every registered participant, facilitator and speaker, plus about 5% extra where possible. Use one table per discussion theme, along with a registration desk and a separate speaker table.
How much catering and tableware should I buy?: Use the final registration count, including facilitators and speakers, as your base quantity and add about 10% for food and printed materials. Provide one plate, cutlery set, cup or glass and napkin per person, with replacements for spills or late arrivals.
When should I chill drinks and prepare the coffee?: Chill drinks at least 3 to 4 hours before guests arrive, depending on the cooler or refrigerator. Start coffee and hot water preparations 30 to 45 minutes before the first break, and keep extra coffee in thermos flasks.

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