What you need for a forum discussion

A forum discussion needs more than chairs and a microphone. You will need a clear registration point, working presentation equipment, refreshments, tableware and visible signs to guide attendees through the venue. Plan quantities from the confirmed guest list, then add a small buffer for cups, plates, drinks and printed materials. Check dietary requirements before ordering catering, and test every cable, microphone and presentation connection before guests arrive.

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What to bring

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

Furniture

Chairsqty 90
Tablesqty 8
Speaker table
Registration desk
High tablesqty 8

Tableware

Glassesqty 120
Coffee cupsqty 90
Platesqty 90
Platesqty 120
Cutlery setsqty 100
Serving traysqty 12

Equipment

Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Audio mixer
Projector
Projection screen
Laptop
HDMI cablesqty 2
Extension cordsqty 4
Power stripsqty 4
Power banksqty 2

Lighting

Standing lampsqty 4
Mood lightingqty 4

Decorations

Tableclothsqty 10
Flower arrangementsqty 6
Welcome sign
Direction signsqty 6
Name badge holdersqty 90

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Ice cube traysqty 4
Cutting boardsqty 3
Chef's knifeqty 2
Serving spoonsqty 6
Serving tongsqty 6
Measuring cupsqty 2
Storage binsqty 12

Cleaning

Washing-up bowlsqty 2
Dish brushesqty 3
Cleaning clothsqty 12
Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 2
Waste binsqty 6

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 packs
- Sweetener - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Lemon - 6 pieces
- Sparkling water - 20 bottles
- Still water - 20 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Ginger beer - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Non-alcoholic beer - 24 bottles
- Beer - 48 bottles
- White wine - 6 bottles
- Red wine - 4 bottles
- Sparkling wine - 3 bottles
- Ice cubes - 10 bags
- Baguettes - 12 pieces
- Wholemeal bread - 6 loaves
- Butter - 1 kilo
- Hummus - 12 tubs
- Cream cheese - 8 tubs
- Young cheese - 3 kilos
- Brie - 2 kilos
- Smoked chicken - 2 kilo
- Vegetarian spreads - 10 containers
- Cucumber - 8 pieces
- Tomatoes - 3 kilos
- Bell peppers - 12
- Carrots - 3 kilos
- Celery - 2 bunches
- Grapes - 4 kilos
- Apples - 40 pieces
- Bananas - 30 pieces
- Olives - 8 jars
- Mixed nuts - 3 kilo
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salsa - 6 jars
- Crackers - 8 packs
- Mini wraps - 120 pieces
- Puff pastry snacks - 120 pieces
- Mini quiches - 80 pieces
- Vegetarian snacks - 80 pieces
- Vegan snacks - 40 pcs
- Gluten-free crackers - 4 packs
- Gluten-free snacks - 30 pieces
- Vegan cookies - 4 packs
- Cookies - 8 packs
- Napkins - 300 pieces
- Paper cups - 100 pieces
- Stirrers - 150 pieces
- Coffee filters - 2 packs
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 6 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Hand soap - 4 bottles
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Kitchen gloves - 2 boxes
- Hand sanitizer gel - 4 bottles
- Paper towels - 6 packs
- Freezer bags - 2 boxes

Tips

Plan one chair per registered attendee, plus a small reserve if the room allows. Keep separate tables for speakers and registration so check-in does not interrupt the discussion.
For the first hour, allow two to three drinks per person, then about one drink per person per additional hour. Include coffee, cups, glasses and water, and chill drinks before doors open.
Prepare one name badge for every attendee, speaker and organiser, with at least 10% extra holders and blank badges for late registrations. Print the programme only after the running order and speakers are confirmed.
Bring the full presentation setup together: laptop, projector, screen, HDMI cables, microphones, stands, speakers, mixer, extension cords and power strips. Test the complete chain in the actual room at least one day before the forum.
Use a simple quantity check for catering: one snack portion per person for a short session, or two portions per person when it runs beyond two hours. Match the order to the dietary information collected during registration.

Frequently asked questions

What should I buy for a forum discussion?: Plan refreshments, coffee, cups, glasses, plates, cutlery and serving trays, along with name badge supplies and printed signs. You also need the complete presentation and audio setup, including microphones, speakers, a projector, cables and power strips.
How many drinks do I need for a forum discussion?: Allow two to three drinks per person for the first hour and one more drink per person for every following hour. Add around 10% extra so late arrivals or longer questions do not leave you short.
How many name badges should I prepare?: Prepare one badge for every registered attendee, speaker and organiser, then add at least 10% spare badges or holders. Keep blank badges at the registration desk for last-minute changes.
When should I buy supplies for a forum discussion?: Buy reusable equipment and printed materials at least one week before the event. Order catering after dietary requirements are collected, and complete the final quantity check two to three days before the forum.

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