What you need for an environmental debate

An environmental debate needs more than chairs and a microphone. Plan the room for a panel, audience registration, presentations, press activity and informal discussion afterwards. This shopping list covers the core furniture, audio-visual equipment and reusable catering items to arrange before the event. Check quantities against your expected attendance, then add a small buffer for late registrations, damaged cables and extra drinks.

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What to bring

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

Furniture

Chairsqty 120
Tablesqty 12
Panel table
Stoolsqty 6
Registration desk
Info tablesqty 4
Coat racksqty 2

Equipment

Laptopsqty 3
Projector
Projection screen
Wireless microphonesqty 4
Microphone standsqty 2
Mixer
Speakersqty 2
Audio cablesqty 6
HDMI cablesqty 3
Extension cordsqty 6
Power stripsqty 6
Power banksqty 4
Presentation clicker
Recording camera
Tripod

Tableware

Reusable coffee cupsqty 130
Reusable drinking glassesqty 130
Reusable platesqty 130
Reusable cutleryqty 130
Serving bowlsqty 12
Serving plattersqty 8
Serving spoonsqty 8
Coffee potsqty 4
Water jugsqty 8

Kitchen

Coolersqty 4
Thermos flasksqty 6
Cutting boardsqty 3
Chef's knivesqty 3
Pliersqty 6
Ice packsqty 20
Kettlesqty 2
Induction platesqty 2
Measuring cupsqty 2

Decorations

Name badgesqty 130
Name signs for panelistsqty 6
Program boardsqty 6
Info postersqty 12
Wayfinding signsqty 10
Arrow stickersqty 30
Tableclothsqty 12
Chalkboardsqty 4
Chalk markersqty 8
Plantsqty 8

Lighting

LED lightsqty 8
Mood lightingqty 4
Batteriesqty 24

Cleaning

Waste binsqty 6
Cleaning bucketsqty 3
Mopsqty 3
Broom setsqty 3
Hand broomsqty 3
Reusable cleaning clothsqty 12

Catering

Groceries
- Coffee - 3 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 - 12 pieces
- Tap water - 60 liters
- Sparkling water - 24 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Apple juice - 8 liters
- Orange juice - 8 liters
- Beer - 48 bottles
- Non-alcoholic beer - 24 bottles
- Dry white wine - 8 bottles
- Dry red wine - 6 bottles
- Alcohol-free wine - 4 bottles
- Sparkling apple juice - 6 bottles
- Whole wheat baguettes - 12 pieces
- Whole wheat wraps - 80 pieces
- Hummus - 12 tubs
- Cream cheese - 8 tubs
- Young cheese - 4 kilograms
- Goat cheese - 2 kilogram
- Vegan cheese slices - 2 kilograms
- Smoked tofu - 2 kilogram
- Falafel - 4 kilograms
- Cucumbers - 20 pieces
- Tomatoes - 4 kilogram
- Bell peppers - 20 pieces
- Carrots - 4 kilograms
- Radishes - 12 bunches
- Arugula - 12 bags
- Mixed salad - 8 bags
- Red onions - 2 kilograms
- Olives - 2 kilograms
- Pickles - 2 jars
- Apples - 10 kilograms
- Bananas - 8 kilograms
- Grapes - 6 kilograms
- Mandarins - 6 kilograms
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Mixed nuts - 3 kilogram
- Raisins - 2 kilograms
- Whole grain crackers - 10 packs
- Rice cakes - 8 packs
- Herb cream cheese - 6 tubs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olive oil - 2 bottles
- Balsamic vinegar - 2 bottles
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Cumin - 1 jar
- Garlic powder - 1 jar
- Fresh mint - 4 bunches
- Fresh parsley - 4 bunches
- Ice cubes - 10 kilograms
- Residual waste bags - 2 rolls
- Plastic trash bags - 2 rolls
- Paper waste bags - 1 roll
- Glass trash bags - 1 roll
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant spray - 2 bottles
- Hand soap - 4 bottles
- Hand sanitizer - 4 bottles
- Sponges - 12 pieces
- Paper napkins - 8 packs
- Diet-free cookies - 6 packs

Tips

Plan one chair per registered audience member, plus seats for every panelist, the moderator and at least two volunteers. Keep a few spare chairs available rather than moving furniture during the debate.
For a panel with several speakers, count one wireless microphone per active speaker and keep one spare available. Test the mixer, speakers, microphone stands, audio cables and power connections at least 2 hours before doors open.
Bring one laptop for presentations and test the projector, projection screen, HDMI cables and presentation clicker with every submitted presentation. Keep a second HDMI cable and at least two extension cords on hand.
Prepare one registration place with a laptop, name badges and printed signage. Put the registration desk where arriving guests can find it without blocking access routes, coat racks or the main seating area.
For catering, provide reusable coffee cups, drinking glasses, plates and cutlery for the expected attendance, then add 10% extra. Count serving bowls, platters, spoons and coffee pots separately so food and drinks can be replenished without borrowing tableware from the panel area.

Frequently asked questions

What equipment do I need for an environmental debate?: Arrange a laptop, projector, projection screen, wireless microphones, mixer, speakers, audio cables, HDMI cables, extension cords, power strips and a presentation clicker. Test the full setup at least 2 hours before the audience arrives.
How many chairs do I need for an environmental debate?: Provide one chair for each registered attendee, plus seats for the panel, moderator and volunteers. Add 5–10% spare capacity if the registration list is still open or walk-ins are possible.
How much reusable tableware should I bring?: Prepare one cup, glass, plate and set of cutlery per expected guest, with 10% extra for breakage, spills or late arrivals. Also count serving bowls, serving platters, serving spoons and coffee pots based on the catering menu.
When should I prepare the registration and signage supplies?: Have the registration desk, name badges and printed signage ready at least 1 hour before doors open. Put the laptop, attendee information and spare badges at the desk so volunteers do not need to leave their post during arrival.

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