What you need for a debate night

A debate night needs more than chairs and a microphone. You’ll need equipment for clear speeches, a visible timer, a registration point, printed materials and refreshments for the audience and speakers. Plan tableware and serving equipment alongside the catering, because these are easy to overlook. Check cables, power strips and presentation connections before guests arrive, not when the first speaker is waiting.

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What to bring

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

Furniture

Chairsqty 100
Tablesqty 8
Speaking tablesqty 2
Registration desk
Stoolsqty 4

Equipment

Wireless microphonesqty 3
Microphone standsqty 3
Speakersqty 2
Mixer
Laptop
Projector
Projection screen
HDMI cablesqty 2
Extension cordsqty 4
Power stripsqty 4
Digital timer

Tableware

Glassesqty 120
Coffee cupsqty 100
Platesqty 120
Cutlery setsqty 120

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving traysqty 4
Serving jugsqty 3

Decorations

Name badge holdersqty 12
Tableclothsqty 8
Information boardsqty 6

Cleaning

Waste binsqty 6
Dustpan and brushqty 2
Mop headsqty 2
Bucketsqty 2

Catering

Groceries
- Coffee - 3 packs
- Tea bags - 150 pieces
- Decaf coffee - 1 pack
- Sugar - 2 kilos
- Mints - 1 box
- Milk - 8 liters
- Oat milk - 3 liters
- Lemons - 6 pieces
- Still water - 8 bottles
- Sparkling water - 8 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Orange juice - 6 liters
- Apple juice - 4 liter
- Non-alcoholic beer - 24 bottles
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Tortilla chips - 4 bags
- Salsa - 3 jars
- Salted peanuts - 3 bags
- Mixed nuts - 3 bags
- Olives - 3 jars
- Cucumber - 6 pieces
- Cherry tomatoes - 2 kilos
- Grapes - 3 kilos
- Apples - 50 pieces
- Bananas - 30 pieces
- Mini wraps - 120 pieces
- Hummus - 2 kilos
- Cream cheese - 1 kilo
- Cheese slices - 1 kilo
- Turkey breast - 1 kilo
- Vegetarian Spread - 1 kilo
- Gluten-free crackers - 3 packs
- Cookies - 6 packs
- Brownies - 100 pieces
- Napkins - 300 pieces
- Stir sticks - 200 pieces
- Coffee filters - 2 packs
- Trash bags - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Sponges - 6 pieces
- Cleaning cloths - 12 pieces
- Hand soap - 3 bottles

Tips

Plan one chair per registered guest, plus seats for the moderator and speakers. Set up the speaking tables and tables before testing the microphones so you can check sightlines and cable lengths.
For a debate with presentations, bring a laptop, projector, projection screen, HDMI cables, extension cords and power strips. Pack at least one spare HDMI cable; a missing adapter or short cable can delay the start.
Prepare one name badge holder for every speaker, moderator and organiser who will be visible to guests. Put the registration desk near the entrance and keep the printed program there rather than on the debate tables.
For coffee and tea, arrange coffee cups, glasses, plates, cutlery sets, coffee machines or kettles, thermos flasks, serving trays and serving jugs. Set out the service area before doors open so registration does not compete with setup.
Place waste bins where people actually eat and drink, and keep a dustpan and brush available for spills. Do the final hall check after refreshments are served, because cups, plates and cables are commonly left behind.

Frequently asked questions

What equipment do I need for a debate night?: Bring wireless microphones, microphone stands, speakers, a mixer and a digital timer. If speakers use slides, also prepare a laptop, projector, projection screen, HDMI cables, extension cords and power strips.
How many chairs do I need for a debate night?: Allow one chair for each registered guest, then add seats for the moderator and every speaker. Prepare a small reserve of about 5% of the audience capacity if the venue allows it.
How much coffee and tea equipment do I need for a debate night?: Provide one coffee cup per expected drinker, plus around 10% extra, and enough glasses for water. Have the coffee machines or kettles, thermos flasks, serving trays and serving jugs ready at least 30 minutes before doors open.
When should I test the microphones and projector?: Complete the first equipment test at least 60 minutes before guests arrive. Repeat the microphone and presentation test after the seating and speaking tables are in place, because furniture can affect cable placement and sound.

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