What you need for an influencer event

An influencer event needs more than food, drinks and a good-looking venue. Guests need clear arrival points, places to sit, reliable power for phones and cameras, and well-planned content zones. This shopping list covers the practical items behind the programme, from cocktail tables and lounge seating to microphones, projection equipment, tableware and cable management. Use your confirmed guest count to scale quantities, then add a small buffer for breakage, late arrivals and extra content creation.

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What to bring

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

Furniture

Cocktail tablesqty 8
Long tablesqty 6
Folding chairsqty 80
Lounge sofasqty 6
Lounge armchairsqty 12
Stoolsqty 12
Coat racksqty 2
Clothes hangersqty 100
Bollardsqty 8
Tableclothsqty 14

Tableware

Dinner platesqty 90
Dessert platesqty 90
Water glassesqty 100
Wine glassesqty 90
Coffee cupsqty 50
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving traysqty 12

Equipment

Wireless microphonesqty 2
Speakersqty 2
Mixer
Projector
Projection screen
Laptop
HDMI adaptersqty 3
Extension cordsqty 8
Power stripsqty 8
Cable traysqty 12
Power banksqty 6
Phone tripodsqty 10
Ring lightsqty 6
Softbox lightsqty 4
Tripod setsqty 8
Memory cardsqty 8
USB sticksqty 4

Decorations

Photo backdrop
Logo bannersqty 4
Balloon archesqty 2
Artificial plantsqty 12
Table décorqty 14
Name badgesqty 100
Wristbandsqty 100
Directional signsqty 12
Program postersqty 8

Lighting

Atmosphere lightsqty 12
String lightsqty 6
Battery lightsqty 20

Kitchen

Coolersqty 6
Ice containersqty 4
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Cutting boardsqty 4
Chef's knifeqty 4
Serving tongsqty 12
Small bowlsqty 20
Measuring cupsqty 2
Food warmersqty 6

Cleaning

Waste binsqty 8
Trash bag holdersqty 4
Cleaning bucketsqty 4
Mopsqty 4
Broomsqty 3
Dustpan and brushqty 3
Microfiber clothsqty 20

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Green tea - 1 box
- Herbal tea - 1 box
- Sugar - 2 packs
- Sweetener - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Coffee creamer - 2 packs
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Tonic - 4 bottles
- Ginger beer - 4 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Lemonade syrup - 2 bottles
- Ice cubes - 20 kilo
- Lemons - 3 kilos
- Limes - 2 kilos
- Mint - 6 bunches
- Grapes - 5 kilos
- Apples - 5 kilo
- Bananas - 4 kilos
- Strawberries - 4 kilos
- Cucumber - 4 kilos
- Cherry tomatoes - 4 kilos
- Carrots - 3 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Mixed snacks - 5 bags
- Popcorn - 4 bags
- Rice cakes - 5 packs
- Party snacks - 4 kilos
- Olives - 3 jars
- Hummus - 2 kilos
- Guacamole - 2 kilo
- Salsa - 3 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pesto - 3 jars
- Balsamic vinegar - 2 bottles
- Olive oil - 2 bottles
- Baguettes - 20 pieces
- Whole grain bread - 8 loaves
- Wraps - 12 packs
- Cream cheese - 2 kilo
- Young cheese - 3 kilos
- Brie - 2 kilos
- Hummus wraps - 40 pieces
- Chicken breast slices - 2 kilos
- Smoked salmon - 1.5 kilos
- Falafel - 3 kilos
- Mixed lettuce - 5 kilos
- Pasta salad - 8 kilo
- Couscous salad - 6 kilo
- Quinoa salad - 5 kilo
- Grilled vegetables - 5 kilos
- Chicken skewers - 5 kilos
- Vegetarian skewers - 4 kilos
- Mini quiches - 100 pieces
- Vegan pasties - 60 pieces
- Mini wraps - 100 pieces
- Focaccia - 10 pieces
- Brownies - 100 pieces
- Mini cupcakes - 100 pieces
- Cookies - 8 packs
- Vegan cookies - 4 packs
- Chocolate - 3 kilos
- Whipped cream - 2 liters
- Vanilla sauce - 2 liters
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Italian herbs - 1 jar
- Napkins - 500 pieces
- Paper cups - 200 pieces
- Wooden stirrers - 200 pieces
- Cocktail sticks - 300 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 6 packs
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Trash bags - 100 pieces

Tips

Plan one seat or usable standing space per guest, then add lounge seating and stools where people can stay for longer conversations. Cocktail tables help keep food and drinks accessible without filling every area with chairs.
For a full event day, provide at least two water glasses per guest and enough dinner, dessert and coffee tableware for the largest service at once. Add around 10% extra glasses and plates so a dropped item does not interrupt service.
Prepare one wireless microphone for the host and a second for questions or interviews. Test the mixer, speakers, laptop, projector, screen and HDMI adapters together at least 24 hours before guests arrive.
Give every active content zone its own power route where possible. Use extension cords, power strips and cable trays, and keep power banks available for guests whose phones or cameras need charging.
Set aside badges, wristbands, signage and coat-hanging equipment before doors open. Prepare roughly 10% more badges and wristbands than the confirmed attendance list to cover replacements and last-minute additions.

Frequently asked questions

What do I need to buy for an influencer event?: Plan for seating and standing furniture, tablecloths, dinner and dessert plates, glasses, cups, cutlery, serving trays, microphones, speakers, a mixer, projection equipment, HDMI adapters and power supplies. You will also need badges, wristbands, signage, coat racks and hangers if the venue does not provide them.
How much extra tableware should I buy for an influencer event?: Add about 10% to the confirmed guest count for plates, glasses and cups. For example, 100 guests means planning for roughly 110 of each frequently used item, adjusted for whether catering clears and washes items during the event.
How many microphones are needed for an influencer event?: Use at least two wireless microphones when the programme includes a host, presentations, interviews or audience questions. One can stay with the host while the second is passed to speakers or guests, avoiding pauses during the programme.
When should I prepare equipment for an influencer event?: Have all AV equipment, cables and adapters on site at least 24 hours before the event for a complete test. Finish badges, wristbands, signage and content-zone supplies the day before, rather than during guest arrival.

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