What you need for an election debate

An election debate needs more than chairs and microphones. Plan the room setup, registration point, candidate tables, catering and the equipment needed for clear sound and presentations. This shopping list covers the practical items to buy, borrow or reserve, including backup cables, batteries and serving equipment. Check quantities against your expected attendance, then test every technical item before debate day rather than discovering a missing adapter or empty battery during the programme.

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What to bring

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

Furniture

Chairsqty 110
Debate tablesqty 4
Registration desk
Catering tablesqty 3
Stoolsqty 6

Equipment

Wireless microphonesqty 5
Microphone standsqty 3
Audio mixer
Speakersqty 2
Laptop
Projector
Projection screen
Extension cordsqty 6
Power stripsqty 6
Cable reelsqty 2
HDMI cablesqty 3
USB sticksqty 2
Spare batteriesqty 20

Tableware

Glassesqty 120
Coffee cupsqty 80
Platesqty 80
Platesqty 120
Forksqty 120
Pliersqty 6
Serving spoonsqty 6

Kitchen

Thermos flasksqty 6
Coolersqty 4
Serving plattersqty 8
Serving trays with lidsqty 4
Bottle openersqty 3
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 3
Bread knivesqty 3

Decorations

Name badgesqty 10
Tableclothsqty 7
Directional signsqty 8
Program standsqty 4
Candidate boardsqty 10

Lighting

LED table lampsqty 6

Cleaning

Waste binsqty 8
Broomqty 2
Dustpan and brushqty 2
Mop setsqty 2
Cleaning bucketsqty 2
Hand soap dispensersqty 4

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar sticks - 150 pieces
- Sweetener - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 3 liters
- Lemons - 8 pieces
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Ice cubes - 8 bags
- Stir sticks - 200 pieces
- Paper napkins - 250 pieces
- Mini ice pops - 120 pieces
- Mini bread rolls - 120 pieces
- Whole wheat rolls - 60 pieces
- Young cheese - 2 kilos
- Smoked chicken breast - 1 kilo
- Hummus - 1.5 kilos
- Cream cheese - 1 kilo
- Cucumbers - 8 pieces
- Tomatoes - 2 kilos
- Arugula - 500 grams
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 5 bags
- Mild salsa - 4 jars
- Mixed nuts - 2 kilos
- Raisins - 1 kilo
- Apples - 100 pieces
- Bananas - 60 pieces
- Grapes - 6 kilos
- Baby carrots - 4 kilos
- Cherry tomatoes - 3 kilos
- Garlic sauce - 3 bottles
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Gluten-free crackers - 3 packs
- Vegan toppings - 1 kilo
- Gluten-free rolls - 15 pieces
- Vegan rolls - 15 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Garbage bags - 3 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Hand soap - 4 bottles
- Nitrile gloves - 2 boxes
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls

Tips

Plan one chair per registered visitor, plus at least 5 spare chairs for late arrivals, volunteers and press. Add a separate table for registration and enough debate tables and stools for the candidates and moderator.
For coffee, water and other refreshments, match cups, glasses, plates, forks and serving spoons to the number of guests, then add roughly 10% extra. Keep coolers, thermos flasks and covered serving trays ready before catering arrives.
Count microphones by role: the moderator, each candidate and a handheld microphone for visitor questions may all need one. Keep spare batteries available and test the wireless microphones, mixer, speakers and stands together before doors open.
Bring a complete cable backup: extension cords, power strips, cable reels, HDMI cables and at least one USB stick for presentation files. Label cables and test the laptop, projector and projection screen from the actual speaking position.
Set aside a small reserve for registration and questions: printed registration lists, name badges, question cards and pens. Prepare these at least one day ahead so volunteers are not printing or sorting materials while guests arrive.

Frequently asked questions

How many chairs do I need for an election debate?: Provide one chair for every expected visitor and add 5 to 10% as a reserve. For 100 registered guests, prepare 105 to 110 chairs, plus seating for the moderator, candidates, volunteers and press.
How many microphones are needed for an election debate?: Allow one microphone for the moderator, one for each candidate and one handheld microphone for audience questions. A debate with four candidates therefore needs at least 6 microphones, with spare batteries ready.
When should I buy or reserve election debate equipment?: Reserve furniture and AV equipment at least 2 to 4 weeks before the debate, especially wireless microphones, speakers, a projector and a screen. Test the full setup no later than the day before the event.
How much tableware do I need for an election debate?: Plan one cup or glass, plate and fork per guest, then add 10% extra for replacements and late arrivals. For 100 guests, prepare about 110 of each item, along with serving spoons, platters and trays.

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