What you need for a Dealer Day

A Dealer Day needs more than tables and coffee. You need a clear registration setup, reliable presentation equipment, demo support, catering supplies, and materials that help dealers find the right rooms and people. Use the plan below to prepare deliveries, name badges, presentations, and technical checks before guests arrive. Quantities depend on your participant list, but the checkpoints here help you avoid the items most often missed or ordered too late.

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What to bring

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

Furniture

Tablesqty 10
Chairsqty 60
High tablesqty 8
Registration desk
Buffet tablesqty 4
Promotional tablesqty 6
Coat racksqty 2

Tableware

Dinner platesqty 70
Dessert platesqty 70
Coffee cupsqty 70
Water glassesqty 80
Wine glassesqty 80
Coffee spoonsqty 70
Forksqty 70
Knivesqty 70
Spoonsqty 70
Serving utensilsqty 12

Equipment

Projector
Projection screen
Laptop
Wireless microphonesqty 2
Speakersqty 2
Microphone standsqty 2
Extension cordsqty 6
Power stripsqty 6
Presentation clicker
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2

Kitchen

Thermos flasksqty 6
Pouring bottlesqty 8
Serving plattersqty 12
Serving trays with lidsqty 6
Cutting boardsqty 4
Chef’s knives and bread knivesqty 4
Serving spoonsqty 8
Cool bagsqty 4

Decorations

Tableclothsqty 10
Standing bannersqty 6
Name badge holdersqty 60
Red carpet
Flower arrangementsqty 8
Table number cardsqty 10
Brochure holdersqty 8
Pensqty 70
Notepadsqty 70

Lighting

LED spotlightsqty 8
String lightsqty 4

Cleaning

Waste binsqty 8
Trash bag holdersqty 8
Cleaning bucketsqty 3
Mopsqty 3
Dustpan and brushqty 3
Microfiber clothsqty 12

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Tea assortment - 4 boxes
- Herbal tea - 2 boxes
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Lemon - 2 kilos
- Honey - 2 jars
- Spa Blauw - 8 crates
- Spa Rood - 4 crates
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Tonic - 3 bottles
- Ginger beer - 2 bottles
- Apple juice - 3 packs
- Orange juice - 4 cartons
- Alcohol-free beer - 3 cases
- Pilsner - 8 crates
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé wine - 6 bottles
- Prosecco - 6 bottles
- Bitter lemon - 2 bottles
- Ice cubes - 20 kilo
- Coffee rolls - 70 pieces
- Butter - 1 kilo
- Mini croissants - 70 pieces
- Mini cheese rolls - 70 pcs
- Baguettes - 12 pieces
- Whole grain bread - 8 loaves
- White rolls - 70 pieces
- Multigrain rolls - 70 pieces
- Mini pistolets - 70 pieces
- Young cheese - 3 kilos
- Aged cheese - 3 kilos
- Brie - 2 kilos
- Cream cheese - 2 kilo
- Back ham - 3 kilos
- Roast beef - 2 kilos
- Smoked chicken breast - 2 kilo
- Vegetarian slices - 2 kilo
- Hummus - 2 kilos
- Egg salad - 2 kilo
- Cucumber - 3 kilos
- Tomatoes - 4 kilos
- Arugula - 1 kilo
- Lettuce - 8 heads
- Red onion - 1 kilo
- Bell peppers - 2 kilos
- Olives - 2 kilos
- Pickles - 2 jars
- Mayonnaise - 2 jars
- Mustard - 2 jars
- Ketchup - 2 bottles
- Pesto - 4 jars
- Balsamic dressing - 3 bottles
- Salt - 1 pack
- Pepper - 1 jar
- Italian herbs - 1 jar
- Rice salad - 5 kilo
- Pasta salad - 5 kilos
- Potato salad - 5 kilos
- Grilled vegetables - 4 kilos
- Chicken skewers - 70 pieces
- Vegetarian skewers - 35 pieces
- Mini meatballs - 70 pieces
- Falafel balls - 35 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Salted nuts - 3 kilos
- Snack nuts - 3 kilos
- Grapes - 4 kilos
- Apples - 50 pieces
- Bananas - 40 pieces
- Strawberries - 3 kilos
- Brownies - 70 pieces
- Mini muffins - 70 pieces
- Chocolate assortment - 3 kilos
- Cookies - 4 kilos
- Paper napkins - 500 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 4 rolls
- Dish soap - 2 bottles
- Hand soap - 4 bottles
- Hand gel - 4 bottles
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls

Tips

Set up one registration table with the printed participant list, name badges, and any promotional materials before doors open. Prepare at least one spare badge and marker for every 20 registered participants.
For each presentation room, check the projector, screen, laptop, clicker, wireless microphones, speakers, microphone stands, extension cords, and power strips together. Test the full setup at least 60 minutes before the first presentation.
Order tableware from the confirmed catering numbers, then add roughly 10% for breakage, late registrations, and replacements. Check separately that coffee cups, water glasses, forks, knives, spoons, and serving cutlery are included.
Use coffee machines or kettles with thermos flasks so coffee service continues during presentations. Plan the coffee point before the programme starts and refill it between the registration period and the first break.
Confirm delivery times for coolers, catering, furniture, audiovisual equipment, and promotional tables at least two working days beforehand. Keep route information, parking details, and venue access instructions with the delivery contact details.

Frequently asked questions

What should I buy for a Dealer Day?: Plan for registration materials, name badges, directional signage, promotional tables, catering supplies, coffee equipment, and presentation equipment. Match quantities to the final participant list and add about 10% for disposable or breakable service items.
How many chairs and tables do I need for a Dealer Day?: Provide one chair per registered participant for seated sessions, plus a few spare chairs for speakers and late arrivals. Choose the number of tables, high tables, buffet tables, and promotional tables from the room layout and the confirmed catering and demo setup.
How early should Dealer Day equipment arrive?: Arrange deliveries early enough to test everything at least 60 minutes before registration opens. Confirm the delivery window and venue access at least two working days in advance, especially for audiovisual equipment and catering.
What audiovisual equipment is needed for a Dealer Day?: For each presentation setup, allow for a projector, projection screen, laptop, presentation clicker, wireless microphones, speakers, microphone stands, extension cords, and power strips. Test every cable and microphone before the technical briefing.

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