What you need for a debt advice drop-in

A debt advice drop-in needs more than tables and chairs. Visitors must be able to register discreetly, complete forms, find the right room and speak with staff without their details being visible to others. Prepare separate supplies for check-in, private discussions, information sharing and refreshments. Use this list to buy or gather the paperwork, stationery, equipment, signs and room items before the session, rather than trying to source them on the day.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 32
Privacy screensqty 6
Coat racksqty 2
Waste binsqty 4

Equipment

Laptopsqty 6
Printersqty 2
Extension cordsqty 6
Power stripsqty 6
Wi-Fi router
Mobile phonesqty 4
USB sticksqty 6

Office

Clipboard foldersqty 12
Ballpoint pensqty 40
Markersqty 12
Notepadsqty 20
Staplersqty 3
Hole punchesqty 3
Paper cutter
Document foldersqty 50
Envelopesqty 100
Discussion formsqty 300
Information leafletsqty 300
Name stickersqty 100
Table name cardsqty 12

Signage

Roll-up bannersqty 4
Directional signsqty 12
Backdrop boardsqty 4

Catering

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Groceries
- Coffee - 3 packs
- Tea - 4 boxes
- Decaf coffee - 1 pack
- Sugar - 2 packs
- Mints - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Lemons - 8 pieces
- Spa Blauw - 8 bottles
- Spa Rood - 6 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Stir sticks - 200 pieces
- Teaspoons - 60 pieces
- Napkins - 400 pieces
- Whole grain bread - 8 loaves
- White bread - 4 loaves
- Wholegrain rolls - 48 pieces
- Butter - 3 packs
- Low-fat margarine - 3 tubs
- Young cheese - 3 kilos
- Aged cheese - 2 kilo
- Chicken breast slices - 2 kilos
- Hummus - 8 tubs
- Jam - 4 jars
- Peanut butter - 3 jars
- Cucumbers - 8 pieces
- Tomatoes - 3 kilos
- Carrots - 2 kilo
- Apples - 6 kilos
- Bananas - 4 kilos
- Plain chips - 6 bags
- Paprika chips - 6 bags
- Rice cakes - 6 packs
- Cookies - 8 packs
- Gluten-free crackers - 3 packs
- Vegan spreads - 4 tubs
- Trash bags - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Dishwasher tablets - 1 pack
- Hand soap - 3 bottles
- Paper cups - 100 pieces
- Paper Plates - 100 pieces
- Printer paper - 5 packs
- Printer toner - 4 units
- Pens - 50 pieces
- Permanent markers - 2 sets
- Tape - 6 rolls
- Double-sided tape - 4 rolls

Tableware

Coffee cupsqty 60
Tea glassesqty 60
Platesqty 60
Cutlery setsqty 60
Serving plattersqty 8

Kitchen

Coolersqty 2
Water jugsqty 6
Serving traysqty 4

Cleaning

Paper towel rollsqty 6
Hand soap dispensersqty 3
Bucketsqty 3
Mopsqty 3
Broomsqty 2
Dustpan and brushqty 2
Microfiber clothsqty 12
Paper shredder

Safety

First aid kit
Flashlightsqty 2
Key safe

Tips

Bring enough discussion forms and information leaflets for every expected visitor, plus at least 10% extra for walk-ins and mistakes. Keep blank forms at the registration desk and spare copies in a document folder.
Plan one clipboard folder and one ballpoint pen per active discussion place, then add at least 3 spare pens. Put completed paperwork straight into envelopes or document folders instead of leaving it on tables.
Use privacy screens wherever visitors may discuss personal finances, and position the registration desk away from the main seating area. Check the room layout at least 1 day before the drop-in so confidential conversations are not within earshot of the queue.
Test laptops, printers, the Wi-Fi router and mobile phones before opening. Pack extension cords, power strips and USB sticks with the equipment; these are easy to overlook and can delay registration or printing.
Prepare directional signs, table name cards and name stickers before visitors arrive. Set up coffee machines and kettles at least 30 minutes before opening, and keep refreshments separate from forms and confidential documents.

Frequently asked questions

What stationery do I need for a debt advice drop-in?: For each expected visitor, prepare one discussion form and one information leaflet, then add 10% extra. Also provide one clipboard folder and pen per active advice place, with at least 3 spare pens, plus notepads, document folders, envelopes, markers, staplers and a hole punch.
How many forms should I print for a debt advice drop-in?: Print one complete set of discussion forms and information leaflets per expected visitor, plus 10% extra for walk-ins or spoiled copies. Have the printer tested before the session and keep additional paper available if forms must be reprinted.
What equipment should I bring to a debt advice drop-in?: Bring the laptops, printer, Wi-Fi router and mobile phones needed by the support staff, together with extension cords, power strips and USB sticks. Test every device at least 1 day beforehand and charge mobile phones before opening.
How early should I set up a debt advice drop-in?: Allow at least 60 minutes before the advertised start time to open the room, arrange tables and chairs, install privacy screens, set up registration and information tables, test equipment and prepare refreshments. Put out signs and forms during the final 30 minutes.

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