What you need for a Democracy Day event

A Democracy Day event needs more than refreshments and chairs. You will need practical supplies for registration, presentations, workshops, information stands and the voting booth, plus enough serving equipment for the expected audience. Plan food and drinks around the programme rather than buying everything at the last minute. This checklist helps you match furniture, equipment, tableware and kitchen supplies to a full event day.

Use this plan

What to bring

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

Furniture

Tablesqty 12
Chairsqty 110
High tablesqty 6
Registration desk
Coat rackqty 2

Equipment

Active speakersqty 2
Wireless microphonesqty 3
Microphone standsqty 2
Mixer
Laptop
Projector
Projection screen
Extension cordsqty 6
Power stripsqty 6
Power banksqty 3

Tableware

Reusable glassesqty 120
Coffee cupsqty 100
Coffee spoonsqty 100
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Serving tongsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 3
Chef's knifeqty 3
Small bowlsqty 12
Measuring cupsqty 2

Decorations

Buntingqty 8
Dutch flagsqty 4
Tableclothsqty 12
Flower arrangementsqty 6
Name badgesqty 120
Badge holdersqty 120
Directional signsqty 12
Program boardsqty 6
Sticky tackqty 4

Lighting

LED light stringsqty 6
LED lampsqty 8
Batteriesqty 24

Catering

Voting booth
Ballot box
Ballot formsqty 150
Voting markersqty 20
Information leafletsqty 250
Notepadsqty 30
Ballpoint pensqty 60
Flip chartsqty 4
Flip chart sheetsqty 4
Markersqty 24
Color cardsqty 300
Voting stickersqty 300
Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 3 boxes
- Herbal tea - 2 boxes
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Sparkling water - 12 bottles
- Still water - 16 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Lemons - 12 pieces
- Ice cubes - 10 bags
- Baguettes - 12 pieces
- Whole grain bread - 8 loaves
- Hummus - 12 tubs
- Cream cheese - 10 tubs
- Young cheese - 4 kilos
- Vegetarian cheese - 2 kilos
- Turkey breast - 2 kilos
- Tomatoes - 3 kilos
- Cucumbers - 8 pieces
- Bell peppers - 12 pieces
- Lettuce - 6 heads
- Grapes - 6 kilos
- Apples - 8 kilos
- Bananas - 6 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Rice crackers - 6 packs
- Salted peanuts - 4 bags
- Olives - 6 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Salt - 1 pack
- Pepper - 1 jar
- Olive oil - 1 bottle
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Napkins - 500 pieces
- Wooden stirrers - 300 pieces
- Teaspoons - 200 pieces
- Paper cups - 250 pieces
- Paper plates - 150 pieces
- Coffee filters - 2 packs
- Paper towels - 8 rolls
- Trash bags - 50 pieces
- Dishwasher tablets - 30 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Sponges - 10 pieces
- Nitrile gloves - 2 boxes

Cleaning

Waste binsqty 8
Broomqty 2
Dustpan and brushqty 2
Mop setsqty 2
Cleaning bucketsqty 2
Hand soap dispensersqty 4
Towel rollsqty 8
Toilet paperqty 24

Tips

Set aside one registration table, name badges and pens for check-in. Prepare these at least one day before the event so registration does not compete with room setup.
For a programme with presentations or speakers, allow one laptop, one projector and one projection screen, then test every presentation before guests arrive. Keep extension cords, power strips and power banks available as backup.
Plan two to three drinks per person for the first hour, then about one drink per person for each additional hour. Use reusable glasses, coffee cups, thermos flasks and coolers so refreshments can be served throughout the programme.
If you are serving food, prepare separate plates, cutlery, serving boards and tongs, with small bowls and measuring cups for toppings or portions. Check dietary requirements before shopping and label separate options clearly.
Build the voting booth and arrange the information stands before the room opens. Check that microphones, active speakers, microphone stands and the mixing desk work together, and keep a printed contact list and run sheet nearby.

Frequently asked questions

What should I buy for a Democracy Day event?: Plan supplies for four areas: registration, presentations, refreshments and the voting activity. Typical equipment includes a laptop, projector, screen, active speakers, wireless microphones, tables, chairs, reusable glasses, coffee equipment and serving utensils.
How many drinks do I need per person for Democracy Day?: Allow two to three drinks per person for the first hour, followed by about one drink per person for every additional hour. Add extra water and hot drinks if the programme includes workshops or runs longer than three hours.
When should I prepare the Democracy Day supplies?: Check furniture, equipment and tableware at least one week before the event. Do the final shopping two to three days beforehand, and prepare name badges, the voting booth and printed documents the day before.
How many microphones and speakers do I need for Democracy Day?: For a small speaker programme, plan at least two wireless microphones and one pair of active speakers, with microphone stands and a mixing desk if several people speak. Test the full setup at least two hours before doors open.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.