What to buy for an information day

An information day needs more than coffee and printed programmes. Visitors need clear name badges, useful handouts, places to sit, working presentation equipment and an easy way to find each room or stand. This shopping list covers the supplies for registration, presentations, refreshments and information points. Check the final registration count before ordering catering, then add a small buffer for walk-ins and late confirmations.

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What to bring

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

Furniture

Tablesqty 12
Chairsqty 100
Bar stoolsqty 8
Tableclothsqty 12
Brochure racksqty 8
Clothes racksqty 2
Bollardsqty 6

Equipment

Laptopsqty 3
Projectorsqty 2
Projection screensqty 2
Portable speakersqty 2
Wireless microphonesqty 2
HDMI cablesqty 4
Extension cordsqty 6
Power stripsqty 6
Charging stationsqty 2
Power banksqty 4

Tableware

Coffee cupsqty 100
Glassesqty 120
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Serving tongsqty 8
Coffee potsqty 4
Thermos flasksqty 6

Kitchen

Coolersqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Measuring cupsqty 3
Serving spoonsqty 6
Kettlesqty 3
Coffee machinesqty 2
Hot drink urnsqty 4

Decorations

Buntingqty 6
Balloon bundlesqty 8
Roll-up bannersqty 6
Wayfinding signsqty 10
Poster puttyqty 4
Table décorqty 12

Lighting

LED lampsqty 8
String lightsqty 4

Catering

Water dispensersqty 2
Drink dispensersqty 4
Serving traysqty 8
Bread basketsqty 6
Sugar bowlsqty 4
Milk jugsqty 4
Ice packsqty 16
Groceries
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Tea - 4 boxes
- Herbal tea - 2 boxes
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Milk - 12 liters
- Oat milk - 6 liters
- Lemons - 2 kilos
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Apple juice - 6 bottles
- Orange juice - 6 bottles
- Ice cubes - 10 bags
- Baguettes - 12 pieces
- Whole grain bread - 8 loaves
- Mini bake-at-home rolls - 160 pieces
- Butter - 4 packs
- Young cheese - 3 kilos
- Aged cheese - 2 kilo
- Hummus - 12 tubs
- Cream cheese - 8 tubs
- Herb butter - 8 tubs
- Cucumbers - 10 pieces
- Tomatoes - 3 kilos
- Bell peppers - 2 kilos
- Carrots - 3 kilos
- Grapes - 4 kilos
- Apples - 80 pieces
- Bananas - 60 pieces
- Mandarins - 60 pieces
- Plain chips - 10 bags
- Paprika chips - 10 bags
- Tortilla chips - 8 bags
- Salt sticks - 8 bags
- Rice cakes - 8 packs
- Cookies - 12 packs
- Gluten-free cookies - 4 packs
- Mini muffins - 160 pieces
- Butter cookies - 8 packs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Sambal - 1 jar
- Olive oil - 1 bottle
- Salt - 1 pack
- Pepper - 1 can
- Paprika powder - 1 can
- Garlic powder - 1 canister
- Napkins - 600 pieces
- Paper cups - 200 pieces
- Wooden stirrers - 300 pieces
- Cocktail sticks - 300 pieces
- Baking paper - 2 rolls
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Freezer bags - 2 boxes
- Food containers - 20 pieces
- Labels - 2 packs
- All-purpose cleaner - 3 bottles
- Dish soap - 3 bottles
- Rinse aid - 2 bottles
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 100 pieces
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Nitrile gloves - 3 boxes
- Sponges - 12 pieces
- Microfiber cloths - 30 pieces
- Toilet freshener - 4 pieces

Cleaning

Waste binsqty 8
Broom setsqty 3
Mop headsqty 3
Bucketsqty 3
Cleaning glovesqty 6
Cleaning clothsqty 20
Hand sanitizer dispensersqty 6

Registration

Registration desk
Name badgesqty 120
Badge holdersqty 120
Pensqty 30
Clipboardsqty 6
Notepadsqty 120
Card traysqty 4

Information

Information leafletsqty 500
Program flyersqty 150
Surveysqty 120
Pen holdersqty 8
Display standsqty 12
Tapeqty 6
Markersqty 24

Tips

Prepare one name badge and programme for every registered visitor, plus 10% extra for walk-ins, speakers and last-minute replacements. Keep blank badges and a marker at the registration desk.
For refreshments, plan two cups of coffee or tea per person during the first hour, then one drink per person for each additional hour. Add drinking water and chill it before doors open.
Match every presentation room with a tested projector, screen, laptop, HDMI cable, power strip and extension cord. Test the full setup at least 24 hours beforehand, not just the laptop.
Set out enough cups, glasses, plates and cutlery for the busiest break rather than the average moment. Keep serving platters, tongs and spoons ready before catering arrives so food does not sit in packaging.
Print programmes, flyers, information boards and directional signs at least 2 days before the event. Bring spare copies and place brochure racks, clothes racks and queue bollards before visitors arrive.

Frequently asked questions

How many name badges do I need for an information day?: Prepare one badge per registered visitor, speaker and facilitator, then add 10% extra. For 100 registered visitors and 10 contributors, print at least 121 badges.
How much coffee and water should I buy for an information day?: Allow two cups of coffee or tea per person for the first hour and one more per person for every following hour. Provide at least 0.5 litres of water per visitor for a half-day programme.
When should I test the presentation equipment?: Test each projector, screen, laptop, microphone, HDMI cable and power connection at least 24 hours before the information day. Repeat a short sound and image check 60 minutes before opening.
How many printed programmes should I bring?: Print one programme for every registered visitor, speaker and facilitator, plus 10% extra. For 150 expected visitors and 12 contributors, bring at least 179 copies.

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