What you need for a debate night

A debate night needs more than chairs and microphones. You need reliable presentation equipment, a clear way to register and vote, visible timing, and enough tableware for the audience and panel. This shopping list covers the practical supplies for the panel table, speaker area, registration desk, technical setup and refreshments. Check quantities against your expected attendance, venue layout and debate format before buying or hiring anything.

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What to bring

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

Furniture

Chairsqty 100
Tablesqty 12
Panel table
Speaker table
Stoolsqty 6
Registration desk
Information desk
Coat racksqty 4

Equipment

Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Mixer
Projector
Projection screen
Laptop
HDMI cablesqty 2
HDMI adaptersqty 3
Extension cordsqty 5
Power stripsqty 5
Spare batteriesqty 12
Power banksqty 2
Clicker
Timerqty 2
Wall clock
Voting clickersqty 100

Lighting

Standing lampsqty 4
Mood lightingqty 4
Spare bulbsqty 4

Tableware

Reusable drinking glassesqty 120
Coffee cupsqty 100
Tea glassesqty 60
Platesqty 120
Cake platesqty 100
Knivesqty 100
Forksqty 100
Spoonsqty 100
Teaspoonsqty 80
Serving plattersqty 12
Serving tongsqty 6
Coffee potsqty 4
Thermos flasksqty 6
Water jugsqty 6

Kitchen

Coolersqty 4
Ice cube traysqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving spoonsqty 6
Serving traysqty 6
Measuring cupsqty 2
Thermometer

Decorations

Tableclothsqty 12
Stage backdrop
Name card holdersqty 8
Pen holdersqty 4
Plantsqty 6
Postersqty 8
Directional signsqty 10
Poster puttyqty 4
Painter's tapeqty 6
Table signsqty 8

Cleaning

Waste binsqty 8
Cleaning bucketsqty 3
Mopsqty 3
Broomqty 2
Dustpan and brushqty 2
Dustpan and brushqty 2
Rubber glovesqty 6
Cleaning clothsqty 20
Toilet brushesqty 2
Hand soap dispensersqty 4

Catering

Groceries
- Coffee beans - 3 kilo
- Decaf coffee - 500 grams
- Black tea - 100 tea bags
- Green tea - 50 bags
- Herbal tea - 50 bags
- Sugar - 2 kilos
- Sweeteners - 200 pieces
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Coffee creamer - 2 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Tonic - 6 bottles
- Sparkling mineral water - 10 bottles
- Still mineral water - 20 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Lemon juice - 2 bottles
- Ice cubes - 10 kilos
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 6 bags
- Snack mix - 4 bags
- Rice cakes - 4 packs
- Whole grain crackers - 6 packs
- Mini pretzels - 4 bags
- Popcorn - 4 bags
- Olives - 4 jars
- Pickles - 2 jars
- Cashews - 3 bags
- Salted peanuts - 3 bags
- Student mix - 3 bags
- Raisins - 2 bags
- Apples - 60 pieces
- Bananas - 40 pieces
- Grapes - 6 kilos
- Mandarins - 40 pieces
- Cucumbers - 8 pieces
- Cherry tomatoes - 4 kilos
- Carrots - 4 kilos
- Bell peppers - 20 pieces
- Hummus - 2 kilos
- Cream cheese - 1,5 kilo
- Young cheese - 2 kilos
- Brie - 1 kilo
- Vegan cheese - 500 grams
- Herb cheese - 1 kilo
- Turkey breast - 1 kilo
- Vegetarian Spread - 1 kilo
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Honey - 2 jars
- Mayonnaise - 2 bottles
- Mustard - 2 bottles
- Ketchup - 2 bottles
- Pesto - 2 jars
- Whole wheat bread - 12 loaves
- White baguettes - 12 pieces
- Multigrain baguette - 8 pieces
- Wraps - 8 packs
- Mini rolls - 100 pieces
- Butter - 1 kilo
- Olive oil - 1 bottle
- Balsamic vinegar - 1 bottle
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Dried oregano - 1 jar
- Allergen stickers - 100 pieces
- Paper napkins - 500 pieces
- Coffee filters - 200 pieces
- Tea filters - 100 pieces
- Wooden stirrers - 300 pieces
- Paper cups - 200 pieces
- Paper plates - 150
- Cocktail picks - 200 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Trash bags - 100 pieces
- Pedal bin liners - 50 pieces
- Dish soap - 3 bottles
- Dishwasher tablets - 50 pieces
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant spray - 2 bottles
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Hand sanitizer - 4 bottles
- Paper towels - 12 packs
- Nitrile gloves - 2 boxes

Tips

Plan one chair for every registered guest, plus seats for the moderator, panelists and volunteers. Add a small buffer of 5–10% if the room allows it, especially when registration is still open.
Count microphones by role rather than by room: allow one for the moderator, one for each active speaker and at least one spare. Test the mixer, speakers, microphone stands and spare batteries before guests arrive.
Bring the correct HDMI adapters for the presenter’s laptop and keep all HDMI cables, extension cords and power strips together. Test every presentation at least 60 minutes before the doors open.
Prepare one voting method for the audience and a visible timer for speakers. If you use voting clickers, bring enough for every voting participant and test them before the first question.
Order drinks and catering from the final registration count, including collected dietary requirements. Have reusable drinking glasses and coffee cups ready at the registration or catering area before the programme starts.

Frequently asked questions

What equipment do I need for a debate night?: At minimum, plan microphones, speakers, a mixer, a laptop, a projector and projection screen, HDMI cables and the required adapters. Add extension cords, power strips, spare batteries and a clicker, then complete a technical test at least 60 minutes before opening.
How many chairs do I need for a debate night?: Provide one chair per registered attendee, plus seats for the moderator, panelists and volunteers. Add 5–10% extra capacity when possible, so late registrations or guests who arrive together do not leave people standing.
How many microphones are needed for a panel debate?: Allow one microphone for the moderator and one for each panelist who may speak at the same time, plus one spare. For example, a moderator and four panelists need at least six microphones if audience questions use a separate microphone.
What should I prepare for audience voting?: Choose either voting clickers or printed ballots and prepare them for every person expected to vote. Test the system before doors open and keep a visible timer and wall clock available so voting and speaking intervals stay on schedule.

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