Information evening shopping list

Use this shopping list to prepare the practical side of an information evening, from the registration desk to coffee, sandwiches and presentation equipment. Plan supplies around the number of registered guests, then add a small buffer for late arrivals and spills. Name badges, printed programmes and wayfinding signs are easy to overlook, while cables, power strips and presentation clickers are often needed before guests arrive. Check quantities at least two days before the event so missing items can still be bought or borrowed.

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What to bring

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

Furniture

Chairsqty 120
Registration desk
Information desksqty 8
Buffet tablesqty 3
Clothing racksqty 2
Waste binsqty 6

Equipment

Laptopqty 2
Projectorqty 2
Projection screenqty 2
Presentation clickersqty 2
Extension cordsqty 8
Power stripsqty 8

Tableware

Coffee cupsqty 120
Water glassesqty 120
Platesqty 120
Teaspoonsqty 120
Serving tongsqty 6
Serving plattersqty 8
Serving traysqty 6

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 6
Water jugsqty 8
Coolersqty 4

Decorations

Name badgesqty 120
Program leafletsqty 140
Wayfinding signsqty 12
Tableclothsqty 12
Sticky tackqty 4
Markersqty 12

Cleaning

Bucketsqty 3
Mopsqty 3
Broom setsqty 2
Cleaning clothsqty 12

Catering

Groceries
- Coffee beans - 3 kilograms
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Sugar - 2 kilograms
- Sweetener - 1 box
- Still water - 12 bottles
- Sparkling water - 8 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sandwiches - 120 pieces
- Unsalted butter - 2 kilograms
- Young cheese - 4 kilograms
- Cooked ham - 3 kilograms
- Hummus - 2 kilograms
- Herb cream cheese - 2 kilogram
- Lettuce - 2 kilograms
- Cucumbers - 10 pieces
- Tomatoes - 3 kilograms
- Apples - 60 pieces
- Bananas - 40 pieces
- Grapes - 4 kilograms
- Plain chips - 6 bags
- Paprika chips - 6 bags
- Snacks - 4 bags
- Butter cookies - 8 packs
- Speculaas - 4 packs
- Gluten-free cookies - 3 packs
- Vegan cookies - 3 packs
- Paper napkins - 6 packs
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Trash bags - 4 rolls
- Dish soap - 2 bottles
- Sponges - 2 packs
- Dishwasher tablets - 1 pack

Tips

Prepare 10–15% more coffee, water, sandwiches and snacks than the registered attendance, especially if guests may arrive early or stay after the presentations.
Set aside one name badge and one printed programme for every registered guest, plus at least 10 extra of each for walk-ins, damaged badges and last-minute changes.
Check the presentation setup the day before: test the laptop, projector, screen and clicker together, and keep extension cords and power strips available at the presentation area.
Place registration materials, markers and sticky tack in one box at the desk. Put the attendance list, spare badges and pens there before the first guest arrives.
For a busy coffee station, provide separate serving trays and tongs for sandwiches and snacks, and check that you have enough cups, glasses, plates and teaspoons for one full serving round.

Frequently asked questions

What do I need to buy for an information evening?: Plan drinks, coffee supplies, sandwiches and snacks, plus cups, glasses, plates, teaspoons and serving equipment. You will also need name badges, printed programmes, signs and any missing presentation equipment such as cables or power strips.
How much food and drink should I buy for an information evening?: Use the registration count as your base and add 10–15% extra for late arrivals and unexpected guests. For the first hour, allow roughly two to three drinks per person, then adjust the amount of sandwiches and snacks to the expected length of the evening.
How many name badges and programmes do I need?: Prepare one name badge and one programme for every registered guest, plus 10 extra of each. Print the attendance list after registration closes, ideally one day before the event, so dietary requirements and late changes are included.
When should I check the shopping list for an information evening?: Do a full stock check at least two days before the event and complete the shopping by the day before. Test the laptop, projector, screen and clicker at least 24 hours in advance, including the extension cords and power strips.

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