What you need for a Diabetes Day

A Diabetes Day needs more than refreshments and presentation equipment. Visitors move between registration, information sessions and workshops, so plan supplies for each part of the day. Your list should cover catering, coffee service, name badges, information packs, room setup and technical equipment. Check dietary requirements and accessibility needs before buying anything, then confirm quantities against the final registration list so you do not run short during the busiest hours.

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What to bring

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

Furniture

Tablesqty 14
Chairsqty 120
High tablesqty 6
Registration desk
Coat racksqty 2
Waste binsqty 8

Equipment

Laptopqty 2
Projector
Projection screen
Speakersqty 2
Wireless microphonesqty 3
Microphone standsqty 2
Extension cordsqty 6
Power stripsqty 8
Charging stationsqty 2
Presentation clickerqty 2
Cable tiesqty 50

Tableware

Coffee cupsqty 120
Glassesqty 150
Platesqty 150
Knivesqty 150
Forksqty 150
Spoonsqty 150
Serving plattersqty 16
Serving tongsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Measuring cupsqty 3
Mixing bowlsqty 4
Serving trays with lidsqty 12
Food thermometersqty 2
Allergen cardsqty 30

Decorations

Tableclothsqty 14
Diabetes Day postersqty 12
Directional signsqty 10
Name badgesqty 130
Lanyardsqty 130
Balloonsqty 80
Balloon standsqty 6
Tapeqty 8
Scissor setsqty 4

Lighting

LED lampsqty 8
Mood lightingqty 4
Lamp standsqty 4

Sports equipment

Yoga or fitness matsqty 30
Elastic bandsqty 30
Pedometersqty 20

Care supplies

Blood glucose metersqty 4
Test stripsqty 100
Safety lancetsqty 100
Alcohol swabsqty 120
Nitrile glovesqty 200
Sharps containersqty 4
First aid kitsqty 2
Cool bags for insulinqty 4

Office

Clipboardsqty 8
Ballpoint pensqty 40
Notepadsqty 40
A4 printing paperqty 500
Information leafletsqty 150
Envelopesqty 150
Badge holdersqty 130
Markersqty 20
Flipchart padsqty 4
Sticky notesqty 12
Presentation foldersqty 20

Cleaning

Reusable cleaning clothsqty 30
Bucketsqty 4
Floor squeegeesqty 2
Broom setsqty 2
Litter pickersqty 2
Hand soap dispensersqty 6

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Milk - 12 liters
- Oat milk - 6 liters
- Teabag sachets - 2 boxes
- Sweeteners - 3 boxes
- Sugar - 2 kilograms
- Spa Blauw - 120 bottles
- Sparkling mineral water - 60 bottles
- Cola Zero - 12 bottles
- Sinas Zero - 8 bottles
- Unsweetened iced tea - 8 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Sugar-free sports drink - 24 bottles
- Whole wheat bread - 12 loaves
- Whole wheat wraps - 10 packs
- Wholegrain crackers - 8 packs
- Hummus - 12 tubs
- Low-fat dairy spread - 8 tubs
- Cottage cheese - 8 tubs
- Chicken breast slices - 3 kilograms
- Smoked salmon - 1.5 kilogram
- Boiled eggs - 120 pieces
- Avocados - 30 pieces
- Cucumbers - 20 pieces
- Bell peppers - 20 pieces
- Cherry tomatoes - 6 kilograms
- Arugula - 2 kilogram
- Lettuce - 10 heads
- Carrots - 5 kilograms
- Celery - 3 kilograms
- Radish - 2 kilograms
- Spinach - 3 kilograms
- Zucchini - 15 pieces
- Mushrooms - 4 kilogram
- Onions - 3 kilograms
- Garlic - 10 bulbs
- Lemons - 20 pieces
- Apples - 120 pieces
- Pears - 80 pieces
- Grapes - 8 kilograms
- Mandarins - 100 pieces
- Bananas - 60 pieces
- Unsalted nuts - 4 kilograms
- Pumpkin seeds - 1 kilogram
- Low-fat yogurt - 12 liter
- Berries - 4 kilograms
- Oatmeal - 3 kilograms
- Chia seeds - 500 grams
- Olive oil - 2 liters
- Balsamic vinegar - 1 liter
- Apple cider vinegar - 1 liter
- Mustard - 4 jars
- Light mayonnaise - 4 jars
- Yogurt dressing - 6 bottles
- Sugar-free ketchup - 4 bottles
- Reduced-salt soy sauce - 2 bottles
- Low-salt vegetable broth - 2 boxes
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Curry powder - 1 jar
- Cumin - 1 jar
- Oregano - 1 pot
- Basil - 1 pot
- Parsley - 6 bunches
- Brown rice - 5 kilogram
- Quinoa - 3 kilograms
- Chickpeas - 24 cans
- Lentils - 16 cans
- Kidney beans - 12 cans
- Diced tomatoes - 24 cans
- Vegetable mix - 15 kilogram
- Chicken breast - 10 kilograms
- Vegetarian meatballs - 6 kilogram
- Frozen fruit - 5 kilogram
- Whole wheat flour - 3 kilogram
- Baking powder - 4 sachets
- Cinnamon - 2 jars
- Vanilla extract - 2 bottles
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Dish soap - 4 bottles
- Dishwasher tablets - 50 pieces
- All-purpose cleaner - 4 bottles
- Disinfectant spray - 4 bottles
- Hand sanitizer gel - 8 bottles
- Liquid hand soap - 6 bottles
- Paper towels - 12 packs
- Glucose gel - 24 tubes
- Dextrose tablets - 12 rolls
- Bandages - 4 boxes
- Cooling elements - 12 pieces
- AA batteries - 12 pieces
- AAA batteries - 12 pieces

Tips

Plan food and drinks from the confirmed registration list, including dietary requirements. Add a small buffer rather than buying blindly, especially for coffee, water and individually served items.
Prepare one registration setup with badges, pens, the participant list and information packs. Put these together at least one day before the event so registration is not delayed by last-minute printing or packing.
For every workshop room, match the equipment to the program: laptop, projector, projection screen, microphones and presentation clicker where needed. Test the full setup at least 60 minutes before visitors arrive.
Count serving supplies separately from catering. Coffee cups, glasses, plates, cutlery, serving platters and tongs need to cover the busiest service period, with extras available for replacements and late arrivals.
Arrange practical room supplies before delivery day: tables, chairs, high tables, coat racks and waste bins. Check extension cords, power strips, cable ties and charging stations before setting up so cables and charging points do not become an accessibility problem.

Frequently asked questions

What should I buy for a Diabetes Day?: Plan catering, coffee and water service, tableware, name-badge and information-pack materials, workshop supplies, and presentation equipment. The final shopping list should be checked against the 76 planned tasks and the confirmed participant count.
How much food and drink do I need for Diabetes Day?: Use the confirmed registration list as your base and separate quantities by meal, break and workshop schedule. For a drinks reception, allow roughly two to three drinks per person in the first hour, then review the program and catering plan for later service.
When should I prepare the Diabetes Day shopping list?: Create the first list when catering, room setup and the program are defined, then update it after registrations and dietary requirements are collected. Make the final purchase check at least 24 hours before the event, with perishable items bought as close to the event as practical.
What equipment is needed for Diabetes Day workshops?: Depending on the program, prepare a laptop, projector, projection screen, speakers, wireless microphones, microphone stands and a presentation clicker. Test every room at least 60 minutes before opening and bring extension cords, power strips and cable ties for the setup.

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