What to Buy for a Debate Night

A debate night needs more than chairs and microphones. You also need practical supplies for registration, name badges, refreshments, speaker tables and clear directions through the venue. Plan drinks and tableware around your guest count, then check cables, power strips and presentation equipment before the day itself. This shopping list helps you cover the items that are easy to overlook when the focus is on the speakers and programme.

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What to bring

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

Furniture

Chairsqty 90
Tablesqty 10
Speaker table
Lectern
Clothes racksqty 2

Equipment

Laptop
Projector
Projection screen
Speakersqty 2
Wireless microphonesqty 3
Microphone standsqty 2
HDMI cableqty 2
Extension cordsqty 4
Power stripsqty 4
Presentation clicker
Digital timer

Tableware

Drinking glassesqty 100
Coffee cupsqty 60
Platesqty 100
Cutlery setsqty 100
Serving traysqty 8

Kitchen

Coffee machinesqty 2
Thermos flasksqty 5
Water jugsqty 8
Cutting boardsqty 3
Bread knivesqty 3

Decorations

Tableclothsqty 10
Room signsqty 8

Office supplies

Name badge holdersqty 8
Pensqty 30
Notepadsqty 30
Flip chart
Flipchart markersqty 6

Cleaning

Waste binsqty 4
Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 2

Catering

Groceries
- Coffee beans - 2 kilos
- Black tea - 100 tea bags
- Herbal tea - 50 bags
- Sugar - 2 kilos
- Sweetener - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Still water - 12 bottles
- Sparkling water - 12 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Orange juice - 6 cartons
- Apple juice - 4 packs
- Lemons - 10 pieces
- Bread rolls - 100 pieces
- Multigrain bread - 8 loaves
- Butter - 1 kilo
- Young cheese - 3 kilos
- Back ham - 2 kilos
- Hummus - 1.5 kilos
- Cream cheese - 1 kilo
- Cucumbers - 8 pieces
- Tomatoes - 3 kilos
- Arugula - 6 bags
- Bell peppers - 10 pieces
- Apples - 80 pieces
- Grapes - 6 kilos
- Bananas - 40 pieces
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Salted breadsticks - 6 bags
- Butter cookies - 6 packs
- Oatmeal cookies - 6 packs
- Nut mix - 3 kilo
- Mayonnaise - 2 bottles
- Mustard - 2 jars
- Ketchup - 2 bottles
- Napkins - 300 pieces
- Paper towels - 6 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet paper - 24 rolls
- Hand soap - 4 bottles

Tips

Plan at least one drinking glass per attendee, plus a small reserve, and provide water jugs near the debate area so speakers do not need to leave the room.
For a coffee service, allow one coffee cup per expected serving and keep extra cups available if the programme runs for several hours. Check that the coffee machines and thermos flasks are ready before guests arrive.
Buy or bring enough name badge holders and pens for every registered guest, panelist and organiser. Prepare these before opening the hall; writing badges at the door creates a queue.
Count the technical connections before setup: the laptop, projector, screen, microphones, speakers, HDMI cable, extension cords and power strips must work together. Bring at least one spare HDMI cable if the presentation is essential.
Prepare serving trays, plates, cutlery and cutting boards before the sandwiches arrive. Chill food and drinks in time, and keep bread knives available so catering can be portioned without searching through the kitchen.

Frequently asked questions

How many glasses do I need for a debate night?: Plan one drinking glass per attendee for a short event, plus 10% extra. For 50 guests, prepare at least 55 glasses and place water jugs where the audience and panelists can reach them.
How much coffee should I buy for a debate night?: Allow one cup per guest for a short evening and up to two cups per guest for a longer programme. For 50 people, that means 50 to 100 servings, with coffee cups and thermos flasks ready before doors open.
What technical equipment should I bring to a debate night?: Bring the laptop, projector, projection screen, speakers, wireless microphones, microphone stands, HDMI cable, extension cords, power strips and presentation clicker. Test the full setup at least 60 minutes before guests arrive.
When should I prepare name badges and room signs?: Prepare name badges and print room signs at least one day before the debate. Put the badges in holders and place route signs before registration starts, so guests can find the room without interrupting the organisers.

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