What you need for an information evening

An information evening needs more than chairs and a projector. You’ll need a clear registration point, materials for name badges and printed programmes, and enough cups, plates and cutlery for the refreshments. Check the presentation setup before guests arrive, including the laptop, microphone, speaker, cables and power strips. This list helps you buy or gather the practical items that are easy to overlook when several speakers and registration steps are involved.

Organize this event for free with Lizzt

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Registration desk
Stoolsqty 4

Tableware

Coffee cupsqty 60
Glassesqty 60
Platesqty 70
Cutlery setsqty 70
Serving traysqty 6

Equipment

Projector
Projection screen
Presentation laptop
Wireless microphone
Speaker
Extension cordsqty 4
Power stripsqty 4
Presentation clicker

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 2
Cutting boardsqty 2
Bread knivesqty 2
Scissorsqty 2

Decorations

Name badgesqty 60
Tableclothsqty 8
Information boardsqty 6
Wayfinding signsqty 6
Pensqty 20
Poster puttyqty 2
Tapeqty 4
Markersqty 12

Cleaning

Waste binsqty 4
Dustpan and brushqty 2
Broom
Mopqty 2
Bucketsqty 2
Cleaning glovesqty 4

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Sweetener - 1 box
- Milk - 6 liters
- Oat milk - 2 liter
- Still mineral water - 6 bottles
- Sparkling mineral water - 4 bottles
- Cola - 4 bottles
- Cola Zero - 3 bottles
- Sinas - 3 bottles
- Apple juice - 3 liters
- Orange juice - 3 liters
- Lemons - 6 pieces
- Teaspoons - 1 pack
- Stir sticks - 1 pack
- Napkins - 4 packs
- Crackers - 6 packs
- Baguettes - 6 pieces
- Whole grain bread - 3 loaves
- Butter - 500 grams
- Young cheese - 1,5 kilo
- Herb cream cheese - 6 tubs
- Hummus - 6 tubs
- Cucumbers - 6 pieces
- Cherry tomatoes - 1.5 kilos
- Carrots - 1 kilo
- Grapes - 2 kilos
- Apples - 30 pieces
- Bananas - 20 pieces
- Butter cookies - 6 packs
- Tea biscuits - 4 packs
- Mini muffins - 60 pieces
- Paprika chips - 3 bags
- Plain chips - 3 bags
- Mixed nuts - 2 bags
- Trash bags - 2 rolls
- Paper towels - 4 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 1 pack
- Cleaning cloths - 1 pack

Tips

Prepare the registration desk with the printed registration list, pens and name badges before doors open. Keep extra badges available for walk-ins or spelling corrections.
Plan serving quantities around your confirmed attendance: allow at least one coffee or tea serving per guest, plus cups, glasses, plates and cutlery for the food being served.
Test the projector, screen, presentation laptop, microphone and speaker together at least one day before the event. Check that extension cords and power strips reach the planned equipment positions.
Bring wayfinding signs and information boards for the entrance, registration desk, toilets and meeting room. Put them up before the first guest arrives, especially if the venue has more than one entrance.
Arrange chilled drinks, thermos flasks and serving trays before setup starts. Refreshment preparation is often delayed when the coffee makers, kettles or coolers are still being unpacked.

Frequently asked questions

What supplies do I need for an information evening?: You need registration materials, name badges, printed programmes, writing pens, refreshments and serving items. For presentations, prepare a projector, screen, laptop, microphone, speaker, clicker, extension cords and power strips.
How many cups and glasses do I need for an information evening?: Provide at least one cup per expected guest, plus 10% extra for replacements and second servings. For glasses, use the same calculation if drinks are served throughout the evening.
When should I test the equipment for an information evening?: Test the complete setup at least one day before the event, then do a short final check 60 minutes before guests arrive. This gives you time to replace cables, adjust the seating or solve presentation problems.
What should I prepare at the registration desk?: Set up the desk with the printed registration list, pens, name badges and any information boards or signs guests need. Have it ready at least 30 minutes before opening so registration does not compete with room setup.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.