What you need for an energy cooperative evening

An energy cooperative evening needs more than coffee and a projector. Plan drinks and snacks for the full programme, then check that presentations, microphones and power connections work before guests arrive. You will also need practical items for registration, name badges, handouts and a clear room layout. Use the quantities below as a starting point and adjust them to your confirmed attendance and programme length.

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What to bring

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

Furniture

Tablesqty 10
Chairsqty 90
High tablesqty 6
Reception desk
Stoolsqty 12

Tableware

Reusable cupsqty 120
Coffee cupsqty 100
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving tongsqty 8

Equipment

Projector
Projection screen
Laptop
HDMI cablesqty 3
Extension cordsqty 6
Power stripsqty 6
Wireless microphonesqty 2
Speakersqty 2
Microphone standsqty 2
Flip chartsqty 6
Whiteboardqty 2
Laser pointerqty 2

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Bread knivesqty 3
Measuring cupsqty 2
Small bowlsqty 12
Kitchen towelsqty 8

Decorations

Name badge holdersqty 90
Name badgesqty 100
Tableclothsqty 10
Information boardsqty 8
Directional signsqty 8
Postersqty 12
Plantsqty 10

Lighting

LED lampsqty 8
Mood lightingqty 4
Battery lanternsqty 6

Office

Registration listsqty 6
Pensqty 100
Notepadsqty 100
Worksheetsqty 100
Sticky notesqty 20
Markersqty 24
Paper tapeqty 6
Scissorsqty 6
Clipboardsqty 10

Cleaning

Waste binsqty 8
Waste sorting binsqty 4
Broom and dustpanqty 2
Mop setsqty 2
Cleaning clothsqty 20

Catering

Groceries
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Black tea - 3 boxes
- Green tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 2 kilograms
- Sweetener - 2 boxes
- Semi-skimmed milk - 8 liters
- Oat milk - 6 liters
- Lemon - 12 pieces
- Still water - 12 bottles
- Sparkling water - 12 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Ginger beer - 3 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Apples - 8 kilograms
- Bananas - 6 kilograms
- Grapes - 4 kilograms
- Mandarins - 5 kilograms
- Cucumbers - 8 pieces
- Cherry tomatoes - 3 kilograms
- Carrots - 3 kilogram
- Bell peppers - 12 pieces
- Lettuce - 8 heads
- Arugula - 6 bags
- Avocados - 12 pieces
- Red onion - 2 kilograms
- Chickpeas - 12 cans
- Lentils - 8 cans
- Corn - 8 cans
- Kidney beans - 8 cans
- Bulgur - 4 kilogram
- Whole grain couscous - 4 kilograms
- Wholewheat pasta - 4 kilograms
- Rice - 4 kilograms
- Wraps - 100 pieces
- Whole grain baguettes - 20 pieces
- Whole grain bread - 10 loaves
- Hummus - 12 tubs
- Cream cheese - 8 tubs
- Peanut butter - 4 jars
- Young cheese - 4 kilograms
- Vegan cheese - 2 kilograms
- Feta - 2 kilograms
- Olives - 8 jars
- Sun-dried tomatoes - 6 jars
- Walnuts - 2 kilograms
- Sunflower seeds - 1 kilogram
- Pumpkin seeds - 1 kilogram
- Raisins - 1 kilogram
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Salty crackers - 8 packs
- Rice cakes - 6 packs
- Olive oil - 3 liters
- Balsamic vinegar - 2 bottles
- Mayonnaise - 3 jars
- Ketchup - 3 bottles
- Mustard - 3 jars
- Garlic sauce - 3 bottles
- Salsa sauce - 6 jars
- Salt - 1 kilogram
- Black pepper - 3 mills
- Paprika powder - 2 jars
- Cumin - 2 jars
- Italian herbs - 2 jars
- Chili flakes - 2 jars
- Vegetable stock - 2 boxes
- Vegan falafel - 6 kilograms
- Grilled mixed vegetables - 8 kilograms
- Potato salad - 8 kilograms
- Green salad - 8 kilograms
- Apple pie - 6 pies
- Vegan brownies - 6 boxes
- Cookies - 10 packs
- Muffins - 100 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 3 bottles
- Hand soap - 6 bottles
- Paper towels - 12 packs

Tips

Allow two to three drinks per person for the first hour, then one drink per person for each additional hour. Include water as well as coffee or tea, and keep hot drinks in thermos flasks during presentations.
For snacks, plan two to three portions per person if the evening lasts around two hours. Buy a little extra for late arrivals, and prepare a separate option when registrations include dietary requirements.
Set out one reusable cup, coffee cup, plate and cutlery set per attendee, plus at least 10% extra. Serving platters and serving tongs prevent shared snacks from being handled directly.
Test the laptop, projector, screen, HDMI cables, speakers and wireless microphones at least 60 minutes before opening. Bring extension cords and power strips, because presentation equipment and coffee machines often need outlets in different parts of the room.
Print handouts and name badges at least one day ahead, using the final registration list. Keep the programme visible near the reception desk and leave clear space for tables, chairs and a registration area.

Frequently asked questions

What drinks do I need for an energy cooperative evening?: For each guest, plan two to three drinks during the first hour and one more for every following hour. Provide water, coffee and tea, with coffee cups, reusable cups, kettles or coffee machines, and thermos flasks ready before doors open.
How many snacks should I buy for an energy cooperative evening?: Buy two to three snack portions per person for a two-hour evening, plus around 10% extra for late arrivals. Check dietary requirements before shopping so you can provide suitable alternatives rather than improvising on the day.
How early should I test the presentation equipment?: Test the projector, screen, laptop, HDMI cables, speakers and microphones at least 60 minutes before the venue opens to visitors. Check every speaker presentation and keep spare extension cords and power strips available.
How many cups and plates do I need for the event?: Prepare one reusable cup, coffee cup, plate and cutlery set per registered guest, plus 10% extra. For 50 guests, that means at least 55 of each item, unless the venue already supplies some of them.

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