What to buy for a health and wellness panel discussion

Plan the shopping around three areas: a clear panel setup, reliable audio-visual equipment and refreshments that can be served without delays. You will need seating for the audience as well as a panel table or stools, wireless microphones, presentation equipment and enough power and cable access. For drinks, allow extra water for speakers and plan coffee service separately from chilled refreshments. Check dietary requirements before ordering catering, not on the event day.

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What to bring

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

Furniture

Chairsqty 60
Tablesqty 8
Panel table
Bar stoolsqty 5
Dressing tablesqty 2
Coat rack

Equipment

Wireless microphonesqty 4
Microphone standsqty 2
Speakersqty 2
Mixer
Laptop
Projector
Projection screen
Extension cordsqty 4
Power stripsqty 4
HDMI cablesqty 2
Laser pointer

Tableware

Coffee cupsqty 60
Water glassesqty 60
Platesqty 60
Cutlery setsqty 60
Serving spoonsqty 6
Carafesqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Hot traysqty 4
Coolersqty 3
Cutting boardsqty 3
Kitchen knivesqty 3
Serving traysqty 6
Small bowlsqty 10
Teaspoonsqty 30

Decorations

Tableclothsqty 8
Name badgesqty 60
Name badge panelqty 5
Program boardsqty 3
Pensqty 20
Notepadsqty 20
Wayfinding signsqty 6

Lighting

Atmosphere lightsqty 6

Cleaning

Waste binsqty 6
Mopqty 2
Bucketsqty 2
Dustpan and brushqty 2

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Sweetener - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Spa Blauw - 8 bottles
- Sparkling mineral water - 4 bottles
- Cola - 3 bottles
- Cola Zero - 3 bottles
- Sinas - 2 bottles
- Apple juice - 3 packs
- White wine - 6 bottles
- Red wine - 4 bottles
- Alcohol-free beer - 3 six-packs
- Beer - 4 six-packs
- Paprika chips - 3 bags
- Plain chips - 3 bags
- Salty sticks - 2 bags
- Mixed nuts - 2 bags
- Olives - 3 jars
- Grapes - 3 kilos
- Apples - 40 pieces
- Mini cucumbers - 4 packs
- Cherry tomatoes - 2 kilos
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Cheese slices - 2 kilos
- Brie - 1 kilo
- Whole grain bread - 8 loaves
- Gluten-free bread - 2 loaves
- Wraps - 5 packs
- Chicken breast slices - 1.5 kilos
- Vegetable spread - 6 tubs
- Mayonnaise - 1 bottle
- Mustard - 1 bottle
- Ketchup - 1 bottle
- Lettuce - 8 heads
- Pasta - 4 kilo
- Pesto sauce - 6 jars
- Tomato sauce - 6 jars
- Vegetarian meatballs - 4 kilo
- Parmesan cheese - 500 grams
- Mixed salad - 5 kilos
- Cucumber - 10 pieces
- Bell peppers - 3 kilos
- Dressing - 3 bottles
- Sandwich rolls - 70 pieces
- Butter - 500 grams
- Cookies - 5 packs
- Vegan cookies - 2 packs
- Lemons - 10 pieces
- Ice cubes - 10 kilos
- Napkins - 300 pieces
- Paper cups - 100 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Parchment paper - 1 roll
- Garbage bags - 30 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Hand soap - 3 bottles
- Paper hand towels - 6 packs

Tips

For a seated audience, provide one chair per registered attendee and keep a few spare chairs available for late arrivals. Add a panel table with one seat per panelist and moderator, or use bar stools if the format is more conversational.
Prepare one wireless microphone for each person speaking at the same time, plus one for audience questions. Keep at least one microphone stand available and test every microphone with the speakers before doors open.
Allow one water glass per attendee and one carafe for roughly 6–8 people. For a two-hour panel, plan about 500–750 ml of water per person, with extra bottles or carafes for panelists.
For coffee and tea service, estimate 2 cups per person for a two-hour event. Use enough coffee cups, teaspoons or cutlery sets, carafes, kettles and serving trays to refill the station without interrupting the discussion.
Bring a laptop, projector, projection screen, HDMI cables, extension cords and power strips together in one equipment box. Collect presentation files at least 24 hours beforehand and test the complete connection in the venue before setup is finished.

Frequently asked questions

What do I need for a health and wellness panel discussion?: Plan for audience chairs, a panel table or stools, wireless microphones, speakers, a mixer, a laptop, projector and screen. You will also need power strips, extension cords, HDMI cables, water glasses, carafes, coffee equipment and serving supplies.
How much water should I buy for a panel discussion?: Allow 500–750 ml of water per attendee for a two-hour panel, plus extra for the speakers and moderator. As a practical guide, one carafe serves about 6–8 people, so round up rather than relying on exactly one carafe per group.
How many microphones are needed for a panel?: Use one microphone for every person speaking at the same time, including the moderator. For four panelists and one moderator, prepare five wireless microphones and keep one spare or audience microphone if questions are part of the program.
When should presentation files and AV equipment be checked?: Collect all presentation files at least 24 hours before the panel. Test the laptop, projector, screen, HDMI connection, speakers, mixer and microphones at the venue before attendees arrive, ideally during the setup period.

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