What you need for an energy-saving evening

Use this shopping list to prepare an energy-saving evening without overlooking the small items that slow down setup. Plan tableware, coffee supplies, catering equipment, low-energy lighting and presentation gear together, because several items need testing or chilling before guests arrive. The final quantities depend on attendance, but the rules below give you a reliable starting point. Add a small buffer for name badges, cups and serving items so registration and refreshments do not run short.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
High tablesqty 4
Information desk
Clothing rack

Tableware

Reusable glassesqty 80
Coffee cupsqty 70
Platesqty 80
Cutlery setsqty 80
Serving traysqty 8
Serving spoonsqty 6

Equipment

Projector
Projection screen
Laptop
Wireless microphonesqty 2
Speakersqty 2
Energy metersqty 6
Extension cordsqty 4

Kitchen

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

Decorations

Reusable buntingqty 3
Information boardsqty 6
Name badgesqty 80
Tableclothsqty 8

Lighting

LED lampsqty 6
LED light stringsqty 3

Cleaning

Waste bins for waste separationqty 4
Reusable cleaning clothsqty 12
Dishpanqty 2

Catering

Groceries
- Coffee - 3 packs
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Semi-skimmed milk - 6 liters
- Oat milk - 4 liters
- Sugar - 1 kilogram
- Honey - 2 jars
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sparkling water - 4 bottles
- Sandwiches - 80 pieces
- Wholemeal bread - 6 loaves
- Gluten-free rolls - 8 pieces
- Young cheese - 2 kilograms
- Aged cheese - 2 kilogram
- Back ham - 1,5 kilogram
- Hummus - 1 kilogram
- Vegan spread - 6 tubs
- Butter - 500 grams
- Cucumbers - 8 pieces
- Tomatoes - 2 kilograms
- Bell peppers - 10 pieces
- Carrots - 2 kilogram
- Grapes - 3 kilograms
- Apples - 5 kilograms
- Bananas - 3 kilograms
- Plain chips - 6 bags
- Paprika chips - 6 bags
- Unsalted nuts - 1,5 kilogram
- Olives - 4 jars
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Mustard - 1 jar
- Napkins - 250 pieces
- Trash bags - 40 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Hand soap - 4 bottles

Tips

Buy or prepare two to three drinks per person for the first hour, then allow one drink per person for each additional hour. Chill the first batch in advance and keep a reserve in coolers.
Plan one reusable glass, coffee cup, plate and cutlery set per guest, plus at least 10% extra. For 50 guests, that means 55 of each item to cover breakages and items left at tables.
Prepare one name badge per registered visitor and print at least 10% extra. Keep spare badges and pens at the information desk for late registrations or corrections.
Use LED lamps or LED light strings instead of high-power decorative lighting, and bring enough extension cords for every powered station. Test the projector, laptop, microphones and speakers together before doors open.
Allow one coffee or tea serving per guest for the first break and keep 10% extra supplies available. Prepare coffee machines, kettles and thermos flasks early so hot drinks remain available while the presentation area is being used.

Frequently asked questions

How many reusable glasses do I need for an energy-saving evening?: Plan one glass per guest plus 10% extra. For 50 guests, prepare 55 reusable glasses so you can replace glasses left in rooms or waiting for washing.
How much coffee should I buy for an energy-saving evening?: Allow one serving per guest for the first coffee break, plus 10% extra. For 50 guests, plan for at least 55 servings and match the coffee, tea, cups and hot-water capacity to that number.
How many name badges should I print?: Print one badge for every registered visitor and 10% extra for late arrivals or mistakes. With 50 registrations, prepare 55 badges and keep blank spares at the reception desk.
When should I test the presentation equipment?: Test the laptop, projector, screen, microphones, speakers and extension cords at least 60 minutes before guests arrive. This leaves time to replace a cable, reposition equipment or recharge a device.

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