What you need for a housing information evening

A housing information evening needs more than chairs and a projector. You also need a clear reception point, printed information, working presentation equipment and enough refreshments for the full programme. Use this shopping list to check the room setup, catering supplies and materials before guests arrive. The most commonly missed items are extension cords, name badges, spare presentation power, serving equipment and route signs for people unfamiliar with the building.

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What to bring

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

Furniture

Chairsqty 70
Tablesqty 8
Reception desk
Speaker table
Coat racksqty 2

Equipment

Projector
Projection screen
Laptop
Microphoneqty 2
Sound speakerqty 2
Extension cordsqty 4
Power stripsqty 3
Flip chart
Power banksqty 2

Tableware

Coffee cupsqty 70
Glassesqty 70
Platesqty 70
Cutlery setsqty 70
Serving plattersqty 8
Serving traysqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Ice cube traysqty 4
Cutting boardsqty 3
Bread knivesqty 2

Decorations

Name badgesqty 70
Information leafletsqty 80
Program flyersqty 80
Route signsqty 6
Tableclothsqty 8
Pen holdersqty 4

Cleaning

Waste binsqty 4
Broomqty 2
Dustpan and brushqty 2
Mop headsqty 2
Cleaning bucketsqty 2

Lighting

Standing lampsqty 2
Battery lampsqty 4

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Tea bags - 120 pieces
- Black tea - 1 box
- Herbal tea - 1 box
- Milk - 6 liters
- Oat milk - 3 liters
- Sugar - 1 kilo
- Sweetener - 1 box
- Lemons - 8 pieces
- Still mineral water - 8 bottles
- Sparkling mineral water - 8 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Apple juice - 3 packs
- Grape juice - 2 packs
- Ice cubes - 6 bags
- Mini cheese sandwiches - 35 pieces
- Mini chicken breast sandwiches - 25 pieces
- Mini hummus sandwiches - 20 pieces
- Egg salad mini sandwiches - 20 pieces
- Wholegrain crackers - 4 packs
- Cream cheese - 4 tubs
- Hummus - 4 tubs
- Cucumber - 6 pieces
- Cherry tomatoes - 2 kilos
- Carrots - 2 kilos
- Bell pepper strips - 2 kilo
- Grapes - 3 kilos
- Apples - 60 pieces
- Bananas - 30 pieces
- Plain chips - 5 bags
- Paprika chips - 5 bags
- Low-salt crackers - 2 packs
- Napkins - 200 pieces
- Paper towels - 4 rolls
- Trash bags - 2 rolls
- Dishwasher tablets - 1 pack
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 2 packs
- Toilet paper - 12 rolls
- Hand soap - 3 bottles

Tips

Plan seating for the number of registered attendees, then add a small buffer of 5–10% if the room allows it. Keep a separate table available for reception and another for catering so arrivals do not block refreshments.
For a two-hour evening, allow roughly two drinks per person in the first hour and one per person for each additional hour. Provide coffee, tea and water, and check that you have enough cups, glasses, plates and cutlery for the expected attendance.
Bring at least two extension cords and power strips for the laptop, projector, sound equipment and chargers. Test every connection before guests arrive and keep one power bank available for urgent phone or presentation use.
Print the programme, information leaflets and name badges before the event day. Prepare at least 10% extra copies and badges so late registrations or spelling corrections do not create a queue at reception.
Set out route signs from the entrance to registration, seating and the presentation area. Chill drinks and prepare serving platters, trays and utensils at least 30 minutes before the first arrivals.

Frequently asked questions

What should I buy for a housing information evening?: Prepare refreshments, cups, glasses, plates, cutlery, serving platters and trays, plus printed programmes and information leaflets. You will also need presentation equipment, power strips, extension cords, name badges and clear route signs.
How many drinks do I need per person for a housing information evening?: Allow about two drinks per person for the first hour and one additional drink per person for every hour after that. For a two-hour evening with 40 attendees, plan for roughly 120 drinks in total, including water, coffee and tea.
How many printed handouts should I prepare?: Print one programme and one main information pack per registered attendee, then add at least 10% extra. For 50 attendees, prepare 55 copies so late registrations and damaged pages are covered.
When should I test the projector and microphone?: Test the laptop, projector, screen, microphone and sound speaker at least 60 minutes before doors open. This leaves time to replace a cable, move the presentation area or adjust the room layout before attendees arrive.

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