What you need for a discussion evening

Use this shopping list to prepare a discussion evening with speakers, a moderator and a seated audience. Plan supplies for registration, a circular seating arrangement, panel presentations and refreshments without buying unnecessary extras. For drinks, tableware and stationery, base quantities on your confirmed participant list and add a small reserve. Check presentation connections and power supplies before the day, because missing cables or too few microphones are difficult to replace at the last minute.

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What to bring

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

Furniture

Chairsqty 70
Foldable tablesqty 10
Speaker table
Registration desk
Tableclothsqty 10

Equipment

Laptop
Projector
Projection screen
Wireless microphonesqty 3
Speakersqty 2
Microphone stand
Extension cordsqty 4
Power stripsqty 4
HDMI cableqty 2
Presentation clicker

Tableware

Glassesqty 80
Coffee cupsqty 70
Platesqty 80
Forksqty 80
Napkin holderqty 6

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Serving traysqty 8
Scissorsqty 2
Tapeqty 4
Pensqty 30
Notepadsqty 70
Flip chart
Flipchart markersqty 12
Question cardsqty 100

Decorations

Name badgesqty 70
Program cardsqty 80
Directional signsqty 6

Lighting

Table lampsqty 4

Cleaning

Waste binsqty 6

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Sweetener - 1 box
- Milk - 6 liters
- Oat milk - 3 liters
- Lemon - 6 pieces
- Spa Blue - 48 bottles
- Sparkling water - 12 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Non-alcoholic beer - 24 bottles
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Tortilla chips - 4 bags
- Salted breadsticks - 3 bags
- Mixed nuts - 2 bags
- Popcorn - 3 bags
- Cucumbers - 6 pieces
- Cherry tomatoes - 2 kilos
- Carrots - 2 kilo
- Bell peppers - 10 pieces
- Grapes - 3 kilos
- Apples - 40 pieces
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Crackers - 8 packs
- Baguettes - 8 pieces
- Young cheese - 2 kilos
- Allergen-free hummus - 2 tubs
- Gluten-free crackers - 3 packs
- Cookies - 6 packs
- Ketchup - 1 bottle
- Mayonnaise - 1 bottle
- Ice cubes - 8 bags
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 2 packs

Tips

Plan one chair per registered participant, plus two spare chairs for speakers or late changes. A discussion evening works best when the circle leaves clear space for the speaker table and moderator.
For a two-hour evening, allow 2–3 drinks per person in the first hour and about 1–2 more afterward. Include water, coffee and tea, then add extra cups and glasses for roughly 10% more people than registered.
Prepare one notepad and one pen per participant, plus 10% extra. Keep additional pens at the registration desk so guests can write questions or notes without interrupting the discussion.
Check every laptop, projector, screen, microphone and presentation cable at least 24 hours before the event. Bring a spare HDMI cable, extension cords and power strips; these are commonly missing when the room layout changes.
Set up the registration desk with the final participant list, name badges, tape and scissors at least 30 minutes before doors open. Put the program where guests enter and keep dietary information with the catering setup.

Frequently asked questions

What drinks do I need for a discussion evening?: For a two-hour event, plan 3–5 drinks per person in total, including water, coffee and tea. Buy or prepare around 10% extra so late arrivals and speakers are covered.
How many chairs and tables do I need for a discussion evening?: Provide one chair for every registered participant, plus two spare chairs. Use enough tables for the speaker table, registration desk and refreshments, while leaving a clear circle for the discussion.
When should I test the discussion evening equipment?: Test the laptop, projector, screen, microphones, speakers and cables at least 24 hours beforehand. Repeat a short sound and presentation check 30–60 minutes before guests arrive.
How much stationery should I buy for a discussion evening?: Prepare one notepad and one pen per participant, with 10% extra. Keep at least 5 additional pens at the registration desk for questions, sign-in changes and speakers.

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