What you need for an Information Evening

Use this shopping list to prepare an Information Evening on Care & Welfare without last-minute trips to the store. It covers the items needed for registration, refreshments, handouts, seating and presentations. Check quantities against your registration list, then add a small buffer for walk-ins and damaged supplies. Pay particular attention to serving equipment, cables and clear signs: these are easy to overlook until guests are already arriving.

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What to bring

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

Furniture

Chairsqty 60
Tablesqty 8
Reception desk
Speaker table

Equipment

Laptop
Projector
Projection screen
Wireless microphoneqty 2
Speakersqty 2
Presentation clicker
HDMI cableqty 2
Extension cordsqty 4
Power stripsqty 4

Tableware

Coffee cupsqty 70
Glassesqty 70
Platesqty 70
Forksqty 70
Teaspoonsqty 70

Kitchen

Coffee potqty 2
Kettleqty 2
Thermosqty 3
Serving traysqty 4
Scissorsqty 2
Bottle openersqty 2

Decorations

Tableclothsqty 8
Name card holdersqty 4
Directional signsqty 6
Flower arrangementsqty 3

Lighting

Standing lampsqty 2
Cable reelsqty 2

Catering

Information leafletsqty 70
Program leafletsqty 70
Name badgesqty 70
Markersqty 12
Pensqty 30
Notepadsqty 30
Groceries
- Coffee - 3 packs
- Tea assortment - 4 boxes
- Sugar - 2 packs
- Mints - 1 box
- Milk - 6 liters
- Oat milk - 3 liters
- Lemon juice - 2 bottles
- Still water - 8 bottles
- Sparkling water - 8 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Ice cubes - 4 bags
- Stirrers - 100 pieces
- Teaspoons - 100 pieces
- Coffee creamer - 2 tubs
- Cookies - 6 packs
- Wholegrain biscuits - 4 packs
- Mini cheese sandwiches - 40 pieces
- Chicken breast mini sandwiches - 40 pieces
- Mini hummus sandwiches - 30 pieces
- Mini egg salad sandwiches - 30 pieces
- Cucumber - 4 pieces
- Cherry tomatoes - 4 trays
- Grapes - 3 kilos
- Apples - 40 pieces
- Bananas - 30 pieces
- Paprika chips - 3 bags
- Plain chips - 3 bags
- Snacks - 4 bags
- Napkins - 250 pieces
- Paper towels - 4 rolls
- Toilet paper - 12 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 3 packs
- Hand soap - 3 bottles
- Paper towel rolls - 4 rolls

Cleaning

Waste binsqty 4
Bucketsqty 2
Mopsqty 2
Broom and dustpan

Tips

Plan for 10–15% more cups, glasses, plates and cutlery than the number of registered guests. Extra supplies cover walk-ins, spills and people who return for coffee or refreshments.
Prepare name badges and holders at least one day before the evening. Keep 5–10 blank badges at the reception desk for late registrations or spelling changes.
Check the laptop, projector, screen, microphone, speakers, clicker and HDMI cable together at least 2 hours before doors open. Bring extension cords, power strips and cable reels rather than assuming the venue has enough outlets.
Set aside serving trays, coffee pots, a kettle, thermos containers and bottle openers before the catering arrives. Catering can be ready while these smaller items are still missing from the reception or refreshment table.
Print route signs and handouts before the event day, and pack scissors, tablecloths and name card holders in the same box. Put the signs up during venue setup, not when attendees are already looking for the room.

Frequently asked questions

What should I buy for an Information Evening?: Plan for refreshments, coffee service, tableware, name badges, handouts and directional signs. You will also need presentation essentials such as a laptop, projector, screen, microphone, speakers, HDMI cable and power equipment.
How many cups and glasses do I need per guest?: Allow at least 1.5 cups and 1.5 glasses per person for an evening with coffee and refreshments. Add another 10–15% if guests may refill drinks or if washing up is not available.
When should I check the presentation equipment?: Test every presentation device at least 2 hours before the doors open. Check the projector image, HDMI connection, microphone, speakers, sound level and clicker while the room is arranged.
How many spare name badges should I prepare?: Prepare blank badges for at least 5–10 extra attendees, or about 10% above the registration count for a larger group. Keep them at the reception desk with pens so late changes can be handled immediately.

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