What you need for a GGD information evening

A GGD information evening needs more than chairs and a projector. You also need a clear reception setup, working presentation equipment, refreshments and printed materials for participants. Use the quantities below as a starting point, then adjust them to your final registration count and venue capacity. Order catering and reserve technical equipment early, especially when several speakers need presentations tested in advance.

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What to bring

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

Furniture

Tablesqty 12
Chairsqty 110
Reception desk
Information desksqty 6
Waste binsqty 6

Equipment

Laptop
Projector
Projection screen
Wireless microphoneqty 2
Speakersqty 2
Microphone stand
HDMI cableqty 2
Extension cordsqty 6
Power stripsqty 4
Power banksqty 2

Tableware

Coffee cupsqty 120
Water glassesqty 120
Platesqty 120
Forksqty 120
Knivesqty 120
Spoonsqty 120
Serving spoonsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Serving traysqty 8
Serving jugsqty 6
Cutting boardsqty 2
Bread knivesqty 2
Food tongsqty 6
Ice packsqty 12

Decorations

Tableclothsqty 12
Name badgesqty 120
Name badge holdersqty 120
Directional signsqty 12
Arrow stickersqty 30
Table numbersqty 12
Poster puttyqty 4

Catering

Information leafletsqty 150
Feedback formsqty 120
Pensqty 120
Clipboardsqty 10
Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Tea selection - 6 boxes
- Cocoa powder - 1 pack
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Still mineral water - 12 bottles
- Sparkling mineral water - 8 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Orange juice - 8 liters
- Apple juice - 6 liters
- Whole wheat bread - 12 loaves
- White rolls - 120 pieces
- Whole grain buns - 80 pieces
- Unsalted butter - 2 kilos
- Young cheese - 4 kilos
- Hummus - 2 kilos
- Halal Chicken Breast - 2 kilos
- Vegetarian spread - 2 kilos
- Cucumbers - 12 pieces
- Tomatoes - 5 kilos
- Bell peppers - 3 kilos
- Carrots - 3 kilos
- Apples - 120 pieces
- Bananas - 100 pieces
- Grapes - 8 kilos
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Unsalted nuts - 4 kilos
- Rice cakes - 8 packs
- Wholegrain crackers - 8 packs
- Muesli bars - 120 pieces
- Gluten-free crackers - 4 packs
- Gluten-free rolls - 20 pieces
- Vegan sandwiches - 30 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Napkins - 500 pieces
- Paper towels - 12 rolls
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 3 bottles
- Disinfectant wipes - 6 packs
- Hand soap - 6 dispensers
- Hand sanitizer gel - 6 bottles

Cleaning

Cleaning bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2
Cleaning glovesqty 6
Microfiber clothsqty 20
Table crumb brushesqty 4

Lighting

Desk lampsqty 4
Batteriesqty 24

Tips

Plan two to three drinks per person for the first hour, then one drink per person for each additional hour. Add extra water for speakers and volunteers who are working throughout the evening.
Prepare one name badge and one information brochure for every registered participant, plus 10% extra for late arrivals, damaged copies and unexpected guests.
Allow at least one reception desk and one information desk for every 75 participants. Keep the participant list, registration details and dietary requirements at reception rather than in the main room.
Reserve the projector, screen, wireless microphone, speakers and HDMI cable at least one week before the evening. Test every presentation on the actual laptop and projector before doors open.
Count one chair per registered participant and keep 5% spare seating if the hall allows it. Set up waste bins near the catering area and bring power strips and extension cords for equipment that cannot reach a wall socket.

Frequently asked questions

How much catering do I need for a GGD information evening?: For a two-hour evening, plan two to three drinks per person during the first hour and one per person after that. Provide at least one serving of food per participant, with separate options based on the dietary requirements collected during registration.
How many brochures and name badges should I prepare?: Prepare one brochure and one name badge for each registered participant, then add 10% spare copies. For 100 registrations, that means 110 brochures and 110 badges.
When should I reserve the projector and microphone?: Reserve the projector, screen, wireless microphone, speakers and related cables at least one week before the event. Test the equipment and presentations on the day before, or at least two hours before participants arrive.
How many chairs and tables are needed for the information evening?: Provide one chair per registered participant and keep around 5% spare if the venue has room. Allow at least one reception desk, one information desk and enough tables for brochures, registration and catering.

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