What you need for a debt advice evening

A debt advice evening needs more than chairs and coffee. You will need a clear registration point, private conversation tables, printed forms, writing materials and reliable presentation equipment. Plan refreshments for the full session, including hot drinks, chilled drinks and enough cups, glasses and plates. This checklist helps you buy or bring the practical items that are easy to overlook before advisers and visitors arrive.

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What to bring

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

Furniture

Chairsqty 60
Tablesqty 10
Registration desk
Conversation tablesqty 5
Office chairsqty 10
Coat racksqty 2

Equipment

Laptop
Projector
Projection screen
HDMI cableqty 2
Extension cordsqty 4
Power stripsqty 4
Wireless microphone
Power banksqty 2

Tableware

Coffee cupsqty 60
Glassesqty 60
Platesqty 60
Teaspoonsqty 60
Forksqty 60

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 2
Serving plattersqty 6
Pliersqty 4
Cutting boardsqty 2

Office

Name badgesqty 60
Pensqty 40
Clipboardsqty 10
Notepadsqty 40
Flip chart
Flipchart markersqty 6
Tapeqty 3
Scissorsqty 2
Document foldersqty 60
Information leafletsqty 100

Lighting

Table lampsqty 5

Cleaning

Waste binsqty 6
Dustpan and brushqty 2
Bucketsqty 2
Mopsqty 2
Cleaning clothsqty 12

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 1 box
- Herbal tea - 1 box
- Green tea - 1 box
- Sugar - 1 kilo
- Sweetener - 1 box
- Semi-skimmed milk - 4 liter
- Oat milk - 2 liter
- Coffee milk - 2 bottles
- Spa Blauw - 5 bottles
- Spa Rood - 3 bottles
- Cola - 3 bottles
- Cola Zero - 3 bottles
- Orange juice - 3 liters
- Apple juice - 3 liters
- Lemons - 6 pieces
- Herbal tea with honey - 1 jar
- Wholemeal bread - 6 loaves
- White rolls - 60 pieces
- Whole wheat rolls - 60 pieces
- Young cheese - 2 kilos
- Hummus - 1 kilo
- Cream cheese - 1 kilo
- Halal chicken breast - 1 kilo
- Halal luncheon meat - 1 kilo
- Cucumbers - 6 pieces
- Tomatoes - 2 kilos
- Lettuce - 4 heads
- Bell pepper - 1 kilo
- Apples - 60 pieces
- Bananas - 40 pieces
- Grapes - 4 kilos
- Plain chips - 4 bags
- Paprika chips - 4 bags
- Unsalted nuts - 2 kilos
- Rice cakes - 4 packs
- Gluten-free crackers - 2 packs
- Vegan cookies - 4 packs
- Napkins - 150 pieces
- Paper towels - 4 rolls
- Trash bags - 2 rolls
- Liquid hand soap - 2 bottles
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- Dish sponges - 1 pack
- Disinfectant wipes - 2 packs

Tips

Set aside one registration desk with name badges, pens, clipboards and notepads before the doors open. Put at least 10% more writing materials out than the number of expected visitors.
For a two-hour evening, allow around two hot drinks per person, then add extra coffee, tea, cups, teaspoons, kettles and thermos flasks for speakers and advisers.
Give each advice corner its own conversation table and office chair, rather than relying on the main seating. This makes private debt discussions easier and prevents queues at the registration desk.
Test the laptop, projector, projection screen, HDMI cable, wireless microphone and power connections at least 60 minutes before registration starts. Bring extension cords, power strips and charged power banks as backups.
Keep chilled drinks in coolers until serving time and bring serving platters, cutting boards and pliers with the catering supplies. Check dietary requirements before shopping so suitable options are available on arrival.

Frequently asked questions

What should I buy for a debt advice evening?: Buy or bring hot and chilled drinks, coffee cups, glasses, plates, teaspoons and forks, plus name badges, pens, clipboards and notepads. You will also need presentation and power equipment, including an HDMI cable, extension cords and power strips.
How many cups and glasses do I need for a debt advice evening?: Start with at least two coffee cups and two glasses per expected visitor, then add 10% extra for speakers, advisers and replacements. For 30 visitors, that means at least 66 cups and 66 glasses.
How much coffee and tea do I need for a two-hour advice evening?: Allow about two hot drinks per person for the first two hours. For 30 visitors, prepare roughly 60 servings and keep extra hot water, tea and coffee available for the advice team.
When should I check the equipment for a debt advice evening?: Test the laptop, projector, microphone and cables at least 60 minutes before guests register. Bring spare power connections and fully charged power banks so a missing socket or loose cable does not delay the presentation.

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