What you need for a feedback session

A feedback session needs more than chairs and coffee. Plan for registration, presentation equipment, written input and enough food and drinks for the full programme. Your shopping list should cover the room setup as well as the items participants use during the session, from name badge supplies to cups, plates and serving utensils. Confirm dietary requirements before ordering catering, and check cables, power and presentation equipment at least one day before the event.

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What to bring

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

Furniture

Tablesqty 6
Chairsqty 48
Registration desk
Buffet tableqty 2
Coat racksqty 2

Equipment

Laptop
Projector
Projection screen
HDMI cableqty 2
Extension cordsqty 4
Power stripsqty 4
Portable speaker
Timerqty 2

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Water jugsqty 4
Serving traysqty 6
Serving spoonsqty 6

Tableware

Coffee cupsqty 48
Glassesqty 48
Platesqty 48
Cutlery setsqty 48
Milk jugsqty 4
Sugar bowlsqty 4

Decorations

Tableclothsqty 8
Name card holdersqty 48
Flip chartsqty 2
Flip chart sheetsqty 4
Pensqty 60
Notepadsqty 48
Document foldersqty 48

Lighting

LED table lampsqty 4

Cleaning

Waste binsqty 4
Bucketsqty 2
Cleaning clothsqty 12
Broom and dustpanqty 2

Catering

Groceries
- Coffee - 1.5 kg
- Black tea - 3 boxes
- Herbal tea - 2 boxes
- Sugar - 1 kg
- Milk - 8 liters
- Oat milk - 4 liters
- Sparkling water - 12 bottles
- Still water - 12 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Beer - 48 bottles
- Alcohol-free wine - 6 bottles
- Red wine - 6 bottles
- White wine - 6 bottles
- Herb butter - 4 tubs
- Baguettes - 10 pieces
- Mini buns - 80 pieces
- Young cheese - 2 kg
- Aged cheese - 2 kg
- Ham - 1.5 kg
- Chicken Breast Topping - 1,5 kg
- Hummus - 1,5 kg
- Cream cheese - 1 kg
- Tomatoes - 2 kg
- Cucumbers - 6 pieces
- Lettuce - 6 heads
- Bell peppers - 12 pieces
- Coffee pastries - 50 pieces
- Mini quiches - 60 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Salty nuts - 4 bags
- Olives - 4 jars
- Grapes - 4 kg
- Apples - 40 pieces
- Bananas - 30 pieces
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Mustard - 1 jar
- Aluminum foil - 1 roll
- Cling film - 1 roll
- Paper towels - 6 rolls
- Napkins - 200 pieces
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet paper - 24 rolls
- Hand soap - 4 bottles

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, tea and other drinks.
Order catering only after dietary requirements are collected. For a lunch session, count one main portion per participant and add about 10% extra for late confirmations or larger appetites.
Prepare one name badge and holder for every participant, plus at least five spare badges for last-minute attendees or replacements.
Pack presentation equipment together: laptop, projector, screen, HDMI cable, extension cords and power strips. Test the complete setup at least one day before the session.
Set out around two cups, one glass, one plate and one cutlery set per participant when coffee, drinks, snacks and lunch are all served. Add 10% extra tableware if washing up is not possible during the session.

Frequently asked questions

How much food do I need for a feedback session?: For a lunch session, plan one main meal per participant and add 10% extra. For snacks, provide at least two portions per person if the session lasts up to three hours, and more for a full-day programme.
How many drinks should I buy for a feedback session?: Allow two to three drinks per person during the first hour, followed by one drink per person for every additional hour. Include water, coffee and tea, and keep chilled drinks in coolers until serving.
What equipment do I need for presentations at a feedback session?: Bring a laptop, projector, projection screen, HDMI cable, extension cords and power strips. Test every connection at least one day beforehand and carry a backup cable if the presentation is essential.
When should I order catering for a feedback session?: Order catering after collecting dietary requirements, preferably at least three working days before the session. Confirm the final participant count 24 hours beforehand if the caterer allows changes.

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