What you need for a debate night
A debate night needs more than chairs and a microphone. Plan refreshments for the audience and speakers, supplies for registration and name badges, and the cables and batteries that keep presentations running. This shopping list covers the practical items to buy or bring, from coffee service and cold drinks to extension cords and HDMI cables. Check quantities against your registration list, then set aside a small reserve for late arrivals and equipment problems.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Chairsqty 100
- Tablesqty 10
- Stage table
- Speaker chairsqty 5
- Changing room table
Tableware
- Glassesqty 120
- Coffee cupsqty 100
- Platesqty 100
- Coffee spoonsqty 100
- Serving plattersqty 12
Catering
- Coffee machinesqty 2
- Kettlesqty 2
- Coolersqty 4
- Thermos flasksqty 6
- Groceries
- Coffee - 4 packs
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 2 kilograms
- Milk - 8 liters
- Oat milk - 4 liters
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Ice cubes - 8 bags
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 5 bags
- Salsa - 5 jars
- Mini pretzels - 4 bags
- Cocktail nuts - 4 bags
- Cheese biscuits - 5 packs
- Mini pretzels - 4 bags
- Cucumbers - 6 pieces
- Cherry tomatoes - 2 kilograms
- Carrots - 2 kilogram
- Grapes - 3 kilograms
- Apples - 40 pieces
- Bananas - 25 pieces
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Baguettes - 8 pieces
- Gluten-free crackers - 4 packs
- Vegan spread - 4 packs
- Napkins - 300 pieces
- Stir sticks - 200 pieces
- Paper towels - 6 rolls
- Trash bags - 3 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 6 pieces
- Toilet paper - 24 rolls
Equipment
- Laptop
- Projector
- Projection screen
- Wireless microphonesqty 4
- Microphone standsqty 3
- Speakersqty 2
- Mixer
- Extension cordsqty 6
- Power stripsqty 6
- HDMI cablesqty 2
- AA batteriesqty 12
Decorations
- Name badgesqty 110
- Tableclothsqty 10
- Directional signsqty 8
- Information boardsqty 4
Office supplies
- Ballpoint pensqty 30
- Notepadsqty 20
- Clipboardsqty 6
- Markersqty 12
- Tapeqty 4
- Scissorsqty 2
Cleaning
- Bucketsqty 2
- Mopsqty 2
- Broomqty 2
- Trash binsqty 6
- Hand brush and dustpanqty 2
Tips
- Plan around two to three drinks per person for the first hour, then add one drink per person for each additional hour. Keep water available for speakers and the moderator throughout the debate.
- For a coffee station, count one cup per expected coffee drinker plus at least 10% extra. Buy or bring enough cups, spoons, glasses, plates and serving platters before the day of the event.
- Prepare registration supplies for 10% more attendees than currently registered. That gives you spare name badges and pens when people arrive without registering or badges need to be replaced.
- Test the laptop, projector, screen, speakers, mixer and wireless microphones at least 2 hours before doors open. Pack the correct HDMI cables, power strips, extension cords and fresh AA batteries together instead of searching for them during setup.
- Reserve a separate set of tableware, coolers and thermos flasks for backstage or speaker use. Put drinks and coffee there before the audience arrives so the moderator and debaters do not need to leave the room.
Frequently asked questions
- How many drinks do I need for a debate night?
- Plan on two to three drinks per person during the first hour, including water, coffee and soft drinks. Add one drink per person for every extra hour, and increase the total by about 10% if attendance is uncertain.
- What equipment is needed for a debate night?
- At minimum, prepare a laptop, projector, projection screen, speakers and microphones suited to the room. Bring the mixer, microphone stands, HDMI cables, extension cords, power strips and spare AA batteries, and test everything at least 2 hours before the event.
- How many name badges and pens should I buy?
- Prepare one name badge per registered attendee, speaker, moderator and organiser, plus 10% spare badges. Have at least one pen for every 10 expected guests at the accreditation desk, with two or three extra pens available.
- When should I buy the food and drinks for debate night?
- Buy shelf-stable drinks, coffee supplies and disposable or reusable serving items at least 2 to 3 days beforehand. Chill drinks and set out the coffee equipment on the event day, ideally 1 to 2 hours before guests arrive.
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