What to buy for an Entrepreneurs' Evening

An Entrepreneurs' Evening needs more than drinks and a buffet. Guests move between presentations, networking and food, so plan separate supplies for registration, refreshments and the programme. This shopping list covers tableware, serving equipment, coffee supplies, chilled drinks and presentation essentials. Check quantities against your confirmed guest list, then add a small buffer before you shop.

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What to bring

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

Furniture

Foldable tablesqty 8
Chairsqty 60
High tablesqty 6
Clothes racksqty 2
Waste binsqty 6

Tableware

Dinner platesqty 60
Dessert platesqty 60
Coffee cupsqty 60
Water glassesqty 80
Wine glassesqty 60
Coffee spoonsqty 60
Forksqty 60
Knivesqty 60
Serving spoonsqty 12

Kitchen

Serving traysqty 8
Small bowlsqty 12
Cutting boardsqty 3
Chef's knifeqty 3
Pliersqty 6
Measuring cupsqty 2
Food warmersqty 4

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Projector
Projection screen
Laptopsqty 2
HDMI cablesqty 3
Wireless microphonesqty 2
Speakersqty 2
Power stripsqty 6
Extension cordsqty 6

Decorations

Name badgesqty 60
Tableclothsqty 10
Menusqty 10
Welcome sign
Balloonsqty 40
Flower arrangementsqty 6

Lighting

String lightsqty 6
LED lampsqty 8

Cleaning

Vacuum cleaner
Mopsqty 2
Bucketsqty 2
Broomqty 2
Dustpan and brushqty 2

Catering

Groceries
- Coffee beans - 2 kilos
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Sweetener - 1 box
- Milk - 6 liters
- Oat milk - 3 liters
- Lemons - 12 pieces
- Spa Blauw - 48 bottles
- Spa Red - 24 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Sinas - 6 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Non-alcoholic beer - 24 bottles
- Pilsener - 48 bottles
- White wine - 8 bottles
- Red wine - 6 bottles
- Sparkling wine - 4 bottles
- Baguettes - 12 pieces
- Wholemeal bread - 6 loaves
- Butter - 1 kilo
- Young cheese - 2 kilos
- Brie - 1 kilo
- Hummus - 1 kilo
- Herb cream cheese - 1 kilo
- Smoked chicken breast - 1 kilo
- Roast beef - 1 kilo
- Falafel - 2 kilos
- Mixed lettuce - 3 kilos
- Cucumbers - 12 pieces
- Cherry tomatoes - 3 kilos
- Bell peppers - 12 pieces
- Red onions - 2 kilos
- Olives - 2 kilos
- Sun-dried tomatoes - 1 kilo
- Pasta salad - 4 kilo
- Potato salad - 4 kilos
- Quinoa salad - 3 kilos
- Chicken skewers - 100 pieces
- Vegetable skewers - 60 pieces
- Mini wraps - 80 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Salted nuts - 2 kilos
- Grapes - 3 kilos
- Apples - 30 pieces
- Brownies - 60
- Mini waffles - 60 pieces
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Balsamic vinegar - 1 bottle
- Olive oil - 2 bottles
- Salt - 1 pack
- Black pepper - 1 jar
- Italian herbs - 1 jar
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Parchment paper - 1 roll
- Paper napkins - 300 pieces
- Paper towels - 6 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Sponges - 10 pieces
- Cleaning cloths - 10 pieces
- Hand soap - 4 bottles

Tips

Plan 2–3 drinks per guest for the first hour, then about 1 drink per person per hour after that. Include water as well as alcoholic and non-alcoholic options.
Allow one dinner plate, one dessert plate, one fork, one knife and one water glass per guest, plus at least 10% extra for replacements and second servings.
Set up coffee for the arrival period and after the presentations. A practical starting point is 1 coffee cup and spoon per guest per service, with 10% extra.
Buy or bring enough serving trays, small bowls and serving spoons for every buffet item. Mark one cutting board and chef’s knife for food preparation rather than leaving them in the serving area.
Check presentation equipment at least 24 hours before the event: test the projector, screen, laptop, HDMI cables, speakers and wireless microphones together, not separately.

Frequently asked questions

What drinks do I need for an Entrepreneurs' Evening?: Plan 2–3 drinks per guest for the first hour and around 1 per guest per hour afterwards. Include water, chilled soft drinks and any alcoholic options, with at least 10% extra for unexpected guests or longer networking.
How many plates and glasses do I need per guest?: Provide one dinner plate, one dessert plate and one water glass per guest, plus the tableware needed for the drinks you serve. Add roughly 10% extra so a dropped or misplaced item does not interrupt the buffet.
How much coffee should I buy for an Entrepreneurs' Evening?: Allow 1 cup per guest on arrival and another cup after the programme if coffee is served twice. Buy enough coffee, milk and sugar for both services, plus about 10% extra.
When should I check the projector and microphones?: Complete a full equipment test at least 24 hours before the event, then check the connections again when setting up. Test every presentation laptop, HDMI cable, projector, speaker and wireless microphone together.

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