What you need for a heat pump evening

A heat pump evening needs more than coffee and a projector. Plan refreshments for the full audience, reusable serving items, printed materials for registration and notes, and the equipment for a clear technical demonstration. Check whether the venue already has tables, chairs, power strips and presentation equipment before buying or borrowing anything. This list also helps you avoid last-minute gaps such as name badges, extension cords or a way to measure the demonstration results.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Registration desk
Waste binsqty 4

Tableware

Reusable coffee cupsqty 60
Reusable glassesqty 60
Reusable platesqty 60
Reusable cutleryqty 60
Serving plattersqty 6
Coffee potsqty 3
Teapotsqty 2

Equipment

Projector
Projection screen
Laptop
Wireless microphoneqty 2
Speakersqty 2
Extension cordsqty 4
Power stripsqty 4
Laser pointer
Heat pump demo model
Energy meterqty 2
Thermometerqty 2

Materials

Information leafletsqty 70
Attendance formsqty 3
Name badgesqty 60
Ballpoint pensqty 20
Notepadsqty 60
Directional signsqty 8
Checklist

Cleaning

Broom
Floor squeegee
Bucketsqty 2

Catering

Coolersqty 3
Thermos flasksqty 4
Groceries
- Coffee beans - 2 kilograms
- Tea bags - 100 pieces
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Granulated sugar - 1 kilogram
- Mints - 1 box
- Stirrers - 100 pieces
- Still mineral water - 36 bottles
- Sparkling mineral water - 24 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Lemons - 10 pieces
- Apples - 5 kilograms
- Grapes - 3 kilograms
- Bananas - 3 kilograms
- Plain chips - 6 bags
- Paprika chips - 6 bags
- Salty pretzels - 4 bags
- Mixed nuts - 2 kilograms
- Rice cakes - 4 packs
- Whole grain crackers - 6 packs
- Hummus - 2 kilograms
- Cream cheese - 1 kilogram
- Young cheese - 2 kilograms
- Smoked chicken breast - 1 kilogram
- Vegetarian tapenade - 4 jars
- Cucumbers - 6 pieces
- Cherry tomatoes - 2 kilograms
- Carrots - 2 kilogram
- Bell peppers - 10 pieces
- Glucose powder - 1 kilogram
- Gluten-free crackers - 3 packs
- Vegan cookies - 4 packs
- Butter cookies - 4 packs
- Mini muffins - 80 pieces
- Napkins - 200 pieces
- Paper towels - 4 rolls
- Garbage bags - 30 pieces
- Dish soap - 2 bottles
- Cleaning spray - 2 bottles
- Disinfectant wipes - 2 packs
- Sponges - 6 pieces
- Microfiber cloths - 10 pieces
- Toilet paper - 24 rolls
- Liquid hand soap - 4 bottles
- Paper towels - 4 packs

Tips

Plan around two drinks per person for the first hour, then add one drink per person for each additional hour. Include coffee, tea and chilled drinks, and buy extra water if the demonstration or room is warm.
Allow one plate of snacks per person, plus roughly 10% extra for late arrivals and second servings. Put snacks on serving platters and keep reusable plates, glasses, cups and cutlery together so setup is quicker.
Check the demonstration equipment at least 3 days beforehand. The heat pump demo model, energy meter and thermometer should work together, and the laptop, projector, screen, speakers and wireless microphone should be tested with the actual presentation files.
Prepare one name badge, notepad and ballpoint pen per registered participant, plus 10% spare. Print the participant list and attendance forms before the evening; do not rely on a printer at the venue.
Count power points before bringing the projector and demonstration model. Pack extension cords and power strips, and bring directional signs, a registration desk setup, waste bins and a broom so the room can be restored quickly.

Frequently asked questions

How much food and drink do I need for a heat pump evening?: Plan about two drinks per person for the first hour and one more per person for every extra hour. Buy snacks for each attendee plus approximately 10% extra, especially if the event includes an informal discussion afterward.
What equipment is needed for a heat pump demonstration?: Prepare a heat pump demo model, an energy meter and a thermometer. Test the complete setup at least 3 days before the event and confirm that the venue has enough power connections.
How many name badges and notepads should I buy?: Prepare one name badge, notepad and pen per registered participant, then add 10% spare. For 40 participants, that means 44 of each item, rounded up where necessary.
When should I check the shopping list for the event?: Do a first check 7 days before the heat pump evening, after registrations are mostly known. Complete the shopping 1–2 days beforehand, then chill drinks and lay out the materials on the day itself.

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