What you need for an election debate

An election debate needs more than chairs and microphones. You will need a clear setup for candidates, a reliable timer and presentation system, a registration point, and enough refreshments for the audience and speakers. Plan quantities around your expected attendance, then check power, cables and spare batteries before shopping. Small items such as name badges, table coverings and serving trays are easy to forget and often needed on the day.

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What to bring

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

Furniture

Chairsqty 120
Debate tablesqty 4
Registration desk
Coffee tablesqty 3
Tableclothsqty 7

Equipment

Wireless microphonesqty 5
Microphone standsqty 4
Audio mixer
Speakersqty 2
Laptop
Projector
Projection screen
Extension cordsqty 4
Power stripsqty 4
Gaffer tapeqty 3
Presentation clicker
Digital timer
Rechargeable batteriesqty 12

Tableware

Coffee cupsqty 120
Glassesqty 120
Platesqty 120
Forksqty 120
Knivesqty 120
Spoonsqty 120
Serving traysqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Ice cube traysqty 6

Decorations

Name badge holdersqty 120
Name badgesqty 120
Table signsqty 8
Wayfinding signsqty 8
Flagsqty 12
Sticky tackqty 4

Cleaning

Waste binsqty 6
Hand broomsqty 2
Vacuum cleaner
Mop set
Cleaning glovesqty 6

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 packs
- Sweetener - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Lemons - 8 pieces
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Beer - 3 crates
- Alcohol-free beer - 1 crate
- White wine - 6 bottles
- Red wine - 4 bottles
- Baguettes - 12 pieces
- Wholemeal bread - 6 loaves
- Mini Rolls - 120 pieces
- Butter - 4 packs
- Young cheese - 3 kilos
- Aged cheese - 2 kilo
- Vegetarian spreads - 8 tubs
- Hummus - 8 tubs
- Chicken breast slices - 2 kilos
- Back ham - 2 kilos
- Egg salad - 6 tubs
- Cucumber - 8 pieces
- Tomatoes - 3 kilos
- Lettuce - 6 heads
- Bell peppers - 2 kilos
- Grapes - 4 kilos
- Apples - 60 pieces
- Bananas - 40 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snack mix - 4 bags
- Mixed nuts - 3 bags
- Cookies - 8 packs
- Brownies - 6 boxes
- Olives - 4 jars
- Mayonnaise - 2 bottles
- Mustard - 2 jars
- Ketchup - 2 bottles
- Napkins - 500 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Sponges - 2 packs
- Microfiber cloths - 2 packs
- Hand soap - 4 bottles

Tips

Plan 1 chair per attendee, plus 2–4 extra chairs for candidates, the moderator and late arrivals. Provide one debate table for each candidate group and leave enough space for microphones and water.
Allow 1 wireless microphone for the moderator and 1 for each candidate or panel position. Test the audio mixer, speakers, microphone stands and every cable at least 2 hours before doors open.
Prepare 2–3 drinks per person for the first hour, then add 1 drink per person for each additional hour. Bring coffee cups, glasses, plates, cutlery and serving trays together so catering is not held up by missing tableware.
Set up the registration desk at least 45 minutes before the advertised start time. Keep name badges, a laptop or printed registration list, pens and any dietary information in one place rather than at the main seating area.
Pack 2 extension cords, 2 power strips and gaffer tape as a starting point, then check the actual room layout. Keep rechargeable batteries and a backup presentation copy ready; a dead clicker or missing cable can delay the opening.

Frequently asked questions

How many chairs do I need for an election debate?: Plan 1 chair for every registered attendee and add 2–4 spare chairs. Count seats for candidates, the moderator, speakers and volunteers separately if they will not sit in the audience.
How many microphones are needed for an election debate?: Use 1 wireless microphone for the moderator and 1 per candidate or panel position. Keep 1 spare microphone available if the discussion involves audience questions.
How much coffee and water should I buy for an election debate?: Allow 2–3 drinks per person during the first hour, then 1 additional drink per person for every extra hour. Add extra coffee, water and cups for candidates, staff and press.
When should I test the debate equipment?: Complete a full sound and presentation test at least 2 hours before the audience arrives. Check microphones, speakers, projector, screen, timer, clicker, power strips and spare batteries during that test.

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