What you need for a dialogue evening

A dialogue evening needs more than chairs and questions. Plan drinks and snacks for the full group, plus enough cups, glasses, plates and serving dishes to keep refreshments moving without constant washing up. You will also need practical registration supplies, name badge holders and working audio-visual equipment if speakers or presentations are involved. Check what the venue already provides before buying anything, especially tables, microphones, speakers, coffee equipment and extension cords.

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What to bring

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

Furniture

Chairsqty 60
Tablesqty 8
Reception desk
Speaker table
Coat racksqty 2
Table linenqty 8

Tableware

Glassesqty 70
Coffee cupsqty 60
Platesqty 60
Platesqty 70
Cutlery setsqty 70
Serving bowlsqty 10
Serving plattersqty 8

Equipment

Wireless microphonesqty 2
Microphone standsqty 2
Speakersqty 2
Mixer
Laptop
Projector
Projection screen
Extension cordsqty 4
Power stripsqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Cutting boardsqty 3
Kitchen knivesqty 3

Decorations

Name badge holdersqty 60
Table décorqty 8
Welcome sign
Conversation rules postersqty 4

Lighting

Standing lampsqty 2
Mood lightingqty 4

Cleaning

Waste binsqty 4
Vacuum cleaner
Mopqty 2
Cleaning bucketsqty 2

Catering

Groceries
- Coffee - 2 packs
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 4 liters
- Lemons - 8 pieces
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Orange juice - 6 cartons
- Apple juice - 4 packs
- Non-alcoholic beer - 24 bottles
- Apples - 5 kilo
- Bananas - 3 kilos
- Grapes - 3 kilos
- Cucumbers - 5 pieces
- Cherry tomatoes - 3 kilos
- Carrots - 3 kilos
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Tortilla chips - 4 bags
- Mixed nuts - 2 kilos
- Rice cakes - 4 packs
- Wholemeal bread - 6 loaves
- Gluten-free bread - 2 loaves
- Wraps - 5 packs
- Hummus - 8 tubs
- Cream cheese - 4 tubs
- Young cheese - 2 kilos
- Vegetarian spreads on bread - 8 tubs
- Chicken breast slices - 1.5 kilos
- Vegan falafel - 2 kilos
- Mixed salad - 2 kilos
- Bell peppers - 12 pieces
- Red onions - 8 pieces
- Olives - 4 jars
- Pickles - 3 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olive oil - 1 bottle
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Cookies - 6 packs
- Vegan cookies - 3 packs
- Chocolate bars - 4 packs
- Napkins - 6 packs
- Coffee filters - 2 packs
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Parchment paper - 1 roll
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Paper towels - 6 rolls
- Toilet paper - 3 packs
- Hand soap - 4 bottles

Tips

For the first hour, allow two to three drinks per person, then one drink per person for each additional hour. Chill the drinks before guests arrive and keep a separate supply of water available.
Plan one coffee or tea serving per person, plus roughly 10% extra. Prepare the coffee machines, kettles and thermos flasks early so the reception table is ready before registration opens.
Buy or bring snacks that can be served without plates and cutlery if possible. If you are serving shared food, provide at least one serving bowl or platter for each separate snack and keep cutting boards and kitchen knives available for preparation.
Prepare one name badge holder for every registered guest, plus five spare holders for late registrations or damaged badges. Put the holders at the reception desk with the printed program and registration information.
Test the laptop, projector, screen, speakers and wireless microphones at least 60 minutes before the start. Bring enough extension cords and power strips to reach every device without creating loose cables across walkways.

Frequently asked questions

What drinks do I need for a dialogue evening?: Allow two to three drinks per person during the first hour and one per person for every hour after that. Include water as well as other drinks, and chill the bottled or canned drinks before guests arrive.
How many coffee cups and glasses should I provide?: Provide at least one coffee cup and one glass per attendee, plus 10% extra. For 40 guests, that means 44 cups and 44 glasses if you do not plan to wash and reuse them during the evening.
How many name badges do I need for a dialogue evening?: Prepare one name badge holder per registered guest and add five spare holders. For 30 registrations, prepare 35 holders so late arrivals and replacements do not hold up the registration desk.
When should I test the microphones and projector?: Test all microphones, speakers, the mixer, laptop, projector and screen at least 60 minutes before guests arrive. Leave another 15 minutes for replacing batteries, changing cables or adjusting the sound level.

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