What you need for a heritage afternoon

A heritage afternoon needs more than display cases and exhibition panels. Visitors will also need clear name badges, programme brochures, places to sit, and an organised coffee or tea service. Use the item list below to prepare the rooms, support speakers and demonstrators, and serve drinks, snacks or soup without last-minute shopping. Check what the venue already provides before buying anything, especially tables, chairs, coffee machines, kettles and refrigeration.

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What to bring

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

Furniture

Rectangular tablesqty 12
Folding chairsqty 90
High tablesqty 6
Tableclothsqty 18
Stage sectionsqty 4
Speaker lectern
Coat racksqty 3
Bollardsqty 8
Exhibition panelsqty 10
Display casesqty 4
Presentation tablesqty 6

Tableware

Coffee cupsqty 100
Tea glassesqty 100
Water glassesqty 100
Wine glassesqty 90
Platesqty 100
Dessert platesqty 100
Forksqty 110
Knivesqty 110
Spoonsqty 110
Serving spoonsqty 12
Serving traysqty 12
Coffee potsqty 6
Teapotsqty 4
Water jugsqty 8
Soup bowlsqty 100

Equipment

Coffee machinesqty 3
Kettlesqty 3
Refrigeratorsqty 2
Coolersqty 4
Projector
Projection screen
Laptop
Microphonesqty 3
Speakersqty 2
Extension cordsqty 6
Power stripsqty 6
Rechargeable lampsqty 8

Kitchen

Cutting boardsqty 6
Chef's knivesqty 4
Measuring cupsqty 3
Mixing bowlsqty 6
Storage binsqty 12
Food warmersqty 6
Thermos flasksqty 8
Serving tongsqty 8
Kitchen apronsqty 8

Decorations

Historical flagsqty 6
Table décorqty 12
Flower arrangementsqty 8
Chalkboardsqty 6
Photo framesqty 20
Sign holdersqty 20
Wayfinding signsqty 10
Name badgesqty 100
Pensqty 30
Program leafletsqty 120
Exhibition labelsqty 40
Loan formsqty 40

Cleaning

Waste binsqty 8
Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Cleaning clothsqty 20
Broom setsqty 3
Hand soap dispensersqty 6

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 kilos
- Sweetener - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Lemons - 2 kilos
- Still mineral water - 12 bottles
- Sparkling mineral water - 8 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 bottles
- Orange juice - 4 bottles
- Beer - 72 bottles
- Non-alcoholic beer - 24 bottles
- Red wine - 8 bottles
- White wine - 8 bottles
- Rosé - 4 bottles
- Baguettes - 20 pieces
- Whole grain bread - 8 loaves
- Unsalted butter - 2 kilos
- Young cheese - 3 kilos
- Aged cheese - 3 kilos
- Brie - 2 kilos
- Cream cheese - 1 kilo
- Hummus - 2 kilos
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Cucumbers - 12 pieces
- Tomatoes - 3 kilos
- Arugula - 8 bags
- Bell peppers - 12 pieces
- Carrots - 3 kilos
- Celery - 2 heads
- Onions - 3 kilos
- Garlic - 6 bulbs
- Potatoes - 12 kilos
- Leeks - 3 kilos
- Zucchini - 8 pieces
- Mushrooms - 3 kilo
- Pumpkin - 5 kilos
- Vegetable stock - 2 boxes
- Chickpeas - 12 cans
- Lentils - 8 cans
- Diced tomatoes - 12 cans
- Coconut milk - 6 cans
- Olive oil - 2 liters
- Sunflower oil - 1 liter
- Salt - 1 kilo
- Black pepper - 2 jars
- Paprika powder - 2 jars
- Curry powder - 2 jars
- Dried thyme - 1 jar
- Dried oregano - 1 jar
- Nutmeg - 1 jar
- Mustard - 2 jars
- Mayonnaise - 3 jars
- Ketchup - 2 bottles
- Balsamic vinegar - 1 bottle
- Apples - 6 kilos
- Pears - 5 kilo
- Grapes - 4 kilos
- Mandarins - 5 kilos
- Raisins - 1 kilo
- Nut mix - 2 kilo
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Salty crackers - 8 packs
- Olives - 2 kilos
- Pickles - 2 jars
- Herb cheese - 1 kilo
- Stuffed eggs - 80 pieces
- Eggs - 10 cartons
- Puff pastry - 6 packs
- Feta - 1 kilo
- Yogurt - 4 kilos
- Honey - 2 jars
- Apple pies - 6 pieces
- Whipped cream - 12 cans
- Vanilla custard - 6 liters
- Chocolate cookies - 8 packs
- Mini muffins - 120 pieces
- Napkins - 500 pieces
- Paper cups - 150 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 36 rolls
- Trash bags - 50 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Disinfectant wipes - 4 packs
- Hand soap - 6 bottles
- Dishwasher tablets - 60 pieces
- Sponges - 12 pieces
- Latex-free gloves - 2 boxes

Tips

Count one chair for every registered visitor, speaker and volunteer who may sit during the programme, then add 5–10% spare seating. Reserve high tables separately for standing conversations and refreshments.
For a two-hour afternoon, plan around 2 drinks per person: usually one hot drink and one glass of water, with extra water available for speakers and demonstrators. Chill bottled drinks several hours before opening.
Allow one cup or glass per guest per serving round, plus at least 10% spare. For refreshments, provide one plate and fork per person; add dessert plates and spoons if cake or other sweet food is served.
Print programme brochures and prepare name badges before the final visitor list is closed. Keep at least 10% extra badges and brochures for late registrations, speakers, demonstrators and volunteers.
Protect borrowed exhibit items with signed loan forms and recorded insurance details before unpacking them. Prepare display cases, presentation tables and exhibition panels at least one day before the afternoon so missing equipment can still be replaced.

Frequently asked questions

How many chairs do I need for a heritage afternoon?: Provide one chair for every registered visitor, speaker and volunteer expected to sit, then add 5–10% spare. For 80 registered visitors, that means at least 84–88 chairs, depending on the programme and room layout.
How much tableware is needed for a heritage afternoon?: Start with one cup or glass and one plate per guest for each planned serving round, then add 10% spare. For 50 guests, prepare at least 55 coffee cups, tea glasses, water glasses and plates where those items are used.
How many drinks should I buy for a heritage afternoon?: For a two-hour afternoon, allow about 2 drinks per person, including hot drinks and water. For 60 guests, plan roughly 120 servings and add extra water for speakers, demonstrators and volunteers.
When should I prepare the exhibition equipment?: Set up display cases, exhibition panels and presentation tables at least one day before the event. Check borrowed objects, loan forms and insurance details at the same time, rather than on the morning visitors arrive.

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