What you need for a debate night

A debate night needs more than chairs and microphones. You will need a reliable presentation setup, a clear registration point, name badges, printed audience questions and a coffee station that can serve people without delaying the programme. Plan quantities around your expected attendance, speakers and room layout. This checklist helps you buy or bring the practical items that are easy to overlook, especially spare batteries, compatible cables, serving equipment and enough cups and glasses.

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What to bring

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

Furniture

Chairsqty 80
Tablesqty 8
Speaker tablesqty 2
Registration desk
Stoolsqty 4

Equipment

Laptop
Projector
Projection screen
Wireless microphonesqty 3
Speakerqty 2
Microphone stand
Extension cordsqty 4
Power stripsqty 4
HDMI cableqty 2
Presentation clicker
Timer
Spare batteriesqty 8

Tableware

Coffee cupsqty 80
Glassesqty 80
Teaspoonsqty 80
Serving spoonsqty 6
Tableware cratesqty 4

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Cutting boardsqty 2
Bread knivesqty 2
Small bowlsqty 12
Serving traysqty 4

Decorations

Tableclothqty 8
Name badge holdersqty 10
Directional signsqty 6
Program standsqty 4

Lighting

Standing lampsqty 4
Light extension cordsqty 2

Cleaning

Waste binsqty 4
Mopsqty 2
Bucketsqty 2
Broom and dustpanqty 2
Cleaning glovesqty 4

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Sweetener - 1 box
- Milk - 6 liters
- Oat milk - 3 liters
- Lemon - 6 pieces
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Ice cubes - 4 bags
- Mini water - 2 boxes
- Wholemeal bread - 6 loaves
- White rolls - 80 pieces
- Butter - 3 packs
- Young cheese - 2 kilos
- Hummus - 8 tubs
- Chicken breast topping - 1 kilo
- Vegetarian spread - 8 tubs
- Cucumber - 8 pieces
- Tomatoes - 2 kilos
- Arugula - 6 bags
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Salty pretzels - 4 bags
- Whole grain cookies - 6 packs
- Bananas - 5 kilo
- Apples - 5 kilo
- Grapes - 3 kilos
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Salt - 1 pack
- Pepper - 1 can
- Napkins - 400 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Sponges - 2 packs
- Hand soap - 4 bottles
- Paper towels - 6 packs

Tips

Allow one chair per registered attendee, plus at least 5 spare chairs if the room allows. Set aside separate speaker tables and stools before guests arrive so the discussion area does not need rearranging.
For coffee, provide at least one cup per attendee and keep an extra 10% available. Prepare enough teaspoons, serving spoons and small bowls for the full break rather than relying on the registration team to wash items during the event.
Check the laptop, projector, projection screen and HDMI cable together at least 24 hours before the debate. Bring a second compatible connection option if the laptop and projector do not use the same port.
Pack spare batteries for every wireless microphone and the presentation clicker, with one complete replacement set ready at the registration desk. Test the microphones and speaker again when the room is fully connected, not only at home.
Count extension cords and power strips against the room layout before opening the hall. Keep cables away from walkways, and place the timer, printed audience questions and presentation clicker where the moderator can reach them without leaving the speaker area.

Frequently asked questions

How many chairs do I need for a debate night?: Plan one chair for every registered attendee and add 5 to 10 spare chairs where possible. Keep the speaker area separate, with additional seating or stools for the speakers and moderator.
How much coffee should I buy for a debate night?: Allow two cups per person for a short evening debate and up to three cups for an event with a longer break. Prepare at least 10% extra cups, coffee and hot water so the station does not run out.
What technical equipment is needed for a debate night?: Bring a laptop, projector, projection screen, HDMI cable, presentation clicker, wireless microphones, a speaker, microphone stand, extension cords and power strips. Test the complete setup at least 24 hours before the event and again when the room is open.
When should I prepare the debate night materials?: Finalize presentation files, printed audience questions and name badges at least 24 hours before the event. Pack spare batteries, cables, tableware and serving equipment in labelled crates on the day before setup.

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