What You Need for a Debate Night
A debate night needs more than microphones and chairs. Plan supplies for registration, speaker name badges, printed programs, questions and voting cards, then cover coffee service and simple catering for the audience. Check the venue’s sound and projection equipment before buying or borrowing anything. Your final quantities depend on registrations, but ordering and printing at least 10% extra prevents shortages when guests arrive or materials are misplaced.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Chairsqty 65
- Tablesqty 8
- Stage table
- Speaking tablesqty 2
- Registration desk
- Stoolsqty 6
Equipment
- Wireless microphonesqty 4
- Microphone standsqty 4
- Audio mixer
- Speakersqty 2
- Laptop
- Projector
- Projection screen
- Extension cordsqty 4
- Power stripsqty 4
- Rechargeable batteriesqty 12
Tableware
- Coffee cupsqty 65
- Glassesqty 65
- Platesqty 65
- Cutlery setsqty 65
Kitchen
- Coffee machinesqty 2
- Kettlesqty 2
- Thermos flasksqty 4
- Coolersqty 3
- Serving traysqty 6
- Scissorsqty 3
- Cutting boardsqty 3
- Bread knivesqty 3
- Pliersqty 4
- Pitcherqty 3
Decorations
- Tableclothsqty 8
- Name badge holdersqty 8
- Buntingqty 4
Lighting
- LED lightsqty 4
- Light cablesqty 2
Catering
- Name badgesqty 70
- Program flyersqty 70
- Ballotsqty 70
- Pensqty 30
- Notepadsqty 10
- Groceries
- Coffee - 2 packs
- Tea assortment - 2 boxes
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 3 liters
- Lemon - 6 pieces
- Still mineral water - 8 bottles
- Sparkling mineral water - 6 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Apple juice - 3 packs
- Ginger beer - 2 bottles
- Mini water - 24 bottles
- White rolls - 45 pieces
- Whole wheat rolls - 35 pieces
- Hummus - 3 tubs
- Cream cheese - 3 tubs
- Young cheese - 2 kilos
- Aged cheese - 1 kilo
- Smoked chicken breast - 1 kilo
- Vegetarian slices - 1 kilo
- Cucumber - 6 pieces
- Tomatoes - 2 kilos
- Arugula - 4 bags
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Tortilla chips - 4 bags
- Salsa - 4 jars
- Salted nuts - 3 bags
- Olives - 3 jars
- Grapes - 3 kilos
- Apples - 40 pieces
- Bananas - 25 pieces
- Cookies - 5 packs
- Mini currant buns - 3 bags
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Mustard - 1 jar
- Paper napkins - 4 packs
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- Dishwasher tablets - 30 pieces
- All-purpose cleaner - 2 bottles
- Disinfectant spray - 2 bottles
- Hand soap - 3 bottles
- Sponges - 6 pieces
- Paper towels - 4 packs
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
Cleaning
- Waste binsqty 6
- Broom and dustpanqty 2
- Mop setsqty 2
- Bucketsqty 3
- Cleaning clothsqty 12
- Toilet brushesqty 2
Tips
- Prepare 10% more name badges, programs, debate questions and voting cards than the confirmed registration total. A few extra sets cover late registrations, speakers and volunteers.
- For the first hour, allow 2–3 drinks per person, then about 1 drink per person for each additional hour. Include water, coffee and other planned refreshments rather than relying on one option.
- Count one cup and one glass per expected guest, plus at least 10% extra. If coffee is served more than once, use thermos flasks so people are not waiting for the coffee machines or kettles.
- Check wireless microphones, microphone stands, the audio mixer, speakers, laptop and projector at least 24 hours before the debate. Keep extension cords, power strips and charged rechargeable batteries together as one tested setup.
- Pack registration and service supplies in separate boxes: badges and programs at the registration desk, printed questions and voting cards near the moderator, and trays, plates, cutlery and serving equipment in the catering area.
Frequently asked questions
- What should I buy for a debate night?
- Plan supplies for four areas: registration, printed debate materials, refreshments and technical backup. Typical items include name badges, programs, voting cards, cups, glasses, plates, cutlery, coffee equipment, extension cords and spare batteries.
- How many cups and glasses do I need for a debate night?
- Allow one cup and one glass per expected guest, then add 10% extra. For 50 guests, that means at least 55 cups and 55 glasses if both are used throughout the evening.
- How much food and drink do I need for a debate event?
- For drinks, plan 2–3 per person during the first hour and about 1 per person for every later hour. Confirm dietary requirements before placing the catering order, ideally at least 5–7 days ahead.
- How many printed voting cards and programs should I prepare?
- Print one set per registered visitor, plus 10% extra for late arrivals, speakers and replacements. If 80 people register, prepare about 88 sets and check the final count the day before.
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