What you need for a fireside chat

A fireside chat needs more than two chairs and a microphone. Plan the room around the conversation, then cover registration, drinks, snacks and the equipment that keeps every question audible. This shopping list includes seating, tables, tableware, serving items and basic audio gear. Scale quantities to your guest list, and check what the venue already provides before buying anything. Drinks and coffee are often arranged too late, while microphone testing is left until guests arrive.

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What to bring

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

Furniture

Chairsqty 60
Armchairsqty 2
Two-seater sofa
Side tablesqty 4
High tablesqty 6
Registration desk
Buffet tablesqty 3
Clothes hangersqty 2

Tableware

Water glassesqty 70
Wine glassesqty 70
Coffee cupsqty 70
Platesqty 80
Dessert platesqty 70
Forksqty 80
Knivesqty 80
Spoonsqty 80
Coffee spoonsqty 70

Kitchen

Serving plattersqty 12
Serving utensilsqty 12
Coffee potsqty 3
Thermos flasksqty 4
Water jugsqty 6
Coolersqty 4
Cutting boardsqty 3
Chef's knifeqty 2
Serving tongsqty 6

Equipment

Wireless microphonesqty 3
Speakersqty 2
Mixer
Laptop
HDMI adapterqty 2
Extension cordsqty 4
Power stripsqty 4
Power banksqty 3

Lighting

Atmosphere lightsqty 8
LED light stringsqty 4

Decorations

Area rug
Tableclothsqty 6
Flower arrangementsqty 6
Name badgesqty 70
Pensqty 20
Directional signsqty 6
Poster puttyqty 2

Cleaning

Waste binsqty 6
Bucketsqty 3
Mopsqty 3
Dustpan and brushqty 2
Cleaning glovesqty 6

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 1 box
- Herbal tea - 1 box
- Chai tea - 1 box
- Sugar - 1 kilo
- Sweetener - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Tonic - 2 bottles
- Ginger beer - 2 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Beer - 96 bottles
- Non-alcoholic beer - 24 bottles
- White wine - 8 bottles
- Red wine - 4 bottles
- Prosecco - 6 bottles
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Tortilla chips - 4 bags
- Olives - 3 jars
- Mixed nuts - 2 kilos
- Salted peanuts - 1 kilo
- Grapes - 3 kilos
- Apples - 30 pieces
- Mandarins - 30 pieces
- Cucumbers - 6 pieces
- Cherry tomatoes - 2 kilos
- Carrots - 2 kilos
- Hummus - 2 kilos
- Cream cheese - 1 kilo
- Brie - 1 kilo
- Goat cheese - 750 grams
- Young cheese - 1 kilo
- Fig jam - 2 jars
- Baguettes - 12 pieces
- Wholegrain crackers - 8 packs
- Mini wraps - 100 pieces
- Smoked salmon - 1 kilo
- Chicken breast topping - 1 kilo
- Falafel - 2 kilos
- Eggs - 30 pieces
- Mayonnaise - 1 jar
- Mustard - 1 jar
- Ketchup - 1 bottle
- Pesto - 2 jars
- Balsamic vinegar - 1 bottle
- Salt - 1 pack
- Pepper - 1 can
- Olive oil - 1 bottle
- Brownies - 70 pieces
- Mini apple pies - 60 pieces
- Lemon cookies - 4 packs
- Dark chocolate - 1 kilo
- Ice cubes - 15 kilos
- Napkins - 300 pieces
- Paper straws - 100 pieces
- Cocktail picks - 200 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Parchment paper - 1 roll
- Trash bags - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Sponges - 6 pieces
- Microfiber cloths - 12 pieces
- Paper towels - 6 rolls
- Hand soap - 3 bottles

Tips

Allow one chair per registered guest, plus the armchairs or sofa used by the speaker and moderator. Add two or three spare chairs if the venue layout allows it.
For a 90-minute session, plan two drinks per person for the first hour and one more for each additional hour. Include water jugs and glasses at the conversation area, not only at the buffet.
Count one plate, fork and napkin per guest for snacks, then add 10% extra. Put serving platters, utensils and tongs on the buffet before food arrives so guests do not have to handle shared snacks.
Prepare one coffee cup and teaspoon per expected coffee drinker, and keep coffee pots or thermos flasks ready for refills. Set out dessert plates and spoons if you are serving cake, fruit or other desserts.
Do not leave audio equipment until setup time. Charge the laptop and wireless microphones at least one day ahead, and allow 30 minutes before doors open to connect the mixer, speakers and microphones and test the sound.

Frequently asked questions

What do I need for a fireside chat?: You need comfortable seating for the conversation and audience, side or high tables, a registration desk, water glasses, drinks, coffee supplies, plates and serving utensils. For the technical setup, allow for wireless microphones, speakers, a mixer and a charged laptop.
How many chairs do I need for a fireside chat?: Provide one chair for every registered guest, then add the armchairs or sofa for the speaker and moderator. Keep two or three spare chairs available when possible, especially if registration is still open.
How much food and drink should I buy for a fireside chat?: For a 90-minute event, buy about three drinks per person in total, including water and other options. For snacks, prepare two to three portions per guest and add 10% extra; increase the amount if the event overlaps with a mealtime.
When should I prepare the equipment for a fireside chat?: Charge the laptop and wireless microphones at least 24 hours before the event. Set up and test the mixer, speakers and microphones at least 30 minutes before guests arrive, and keep spare batteries or a backup microphone available.

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