What to buy for an information evening

An information evening needs more than coffee and a projector. You will need a clear reception point, serving equipment for drinks and catering, presentation gear, and simple materials to guide guests through the programme. Buy or gather the items early enough to test the laptop, projector, HDMI cables and power supply together. The quantities below should match your guest list, with extra cups, glasses, pens and printed materials for late registrations.

Organize this event for free with Lizzt

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Reception desk
Catering tableqty 2

Tableware

Coffee cupsqty 70
Glassesqty 100
Platesqty 80
Cutlery setsqty 80

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Serving plattersqty 8
Soup ladlesqty 4
Cutting boardsqty 3
Bread knivesqty 3

Equipment

Laptop
Projector
Projection screen
HDMI cablesqty 2
Extension cordsqty 3
Power stripsqty 4

Lighting

Table lampsqty 4

Decorations

Name card holdersqty 70
Information boardsqty 6
Pennant garlandsqty 4
Flower arrangementsqty 4

Office

Clipboardsqty 4
Pensqty 30
Markersqty 12
Tapeqty 3
Scissorsqty 3
Presentation foldersqty 10

Cleaning

Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 2
Waste binsqty 4

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 50 bags
- Herbal tea - 30 bags
- Fruit tea - 30 bags
- Milk - 6 liters
- Oat milk - 2 liter
- Sugar - 2 kilograms
- Sweeteners - 100 pieces
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Sparkling mineral water - 8 bottles
- Still mineral water - 12 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Lemons - 8 pieces
- Sandwiches - 120 pieces
- Butter - 500 grams
- Mild matured cheese - 3 kilogram
- Cooked ham - 2 kilograms
- Chicken breast slices - 1 kilogram
- Hummus - 1 kilogram
- Cream cheese - 1 kilogram
- Jam - 2 jars
- Cucumbers - 6 pieces
- Tomatoes - 2 kilograms
- Lettuce - 4 heads
- Apples - 5 kilograms
- Bananas - 4 kilogram
- Grapes - 3 kilograms
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Snack mix - 3 bags
- Cookies - 6 packs
- Mixed nuts - 2 bags
- Paper napkins - 200 pieces
- Paper towels - 4 rolls
- Toilet paper - 24 rolls
- Garbage bags - 30 pieces
- Dish soap - 2 bottles
- Cleaning spray - 2 bottles
- Sponges - 6 pieces
- Hand soap - 3 bottles
- Liquid hand gel - 3 bottles
- Aluminum foil - 1 roll
- Cling film - 1 roll
- Freezer bags - 1 box

Tips

Plan one coffee cup, drinking glass and plate per guest, then add 10% extra for replacements and late arrivals. For 50 guests, that means at least 55 of each.
Allow two to three drinks per person during the first hour, including coffee, tea and chilled drinks. Prepare hot water in kettles or coffee machines and keep a second thermos flask ready for refills.
Check the presentation setup at least one day before the evening. Test the laptop, projector, projection screen, HDMI cable, extension cords and power strips in the actual room.
Set aside one pen and one clipboard for every registration or information point. Keep spare pens and markers at the reception desk rather than leaving all of them on the tables.
Prepare name cards and printed programmes before guests arrive, and keep them in holders at the reception desk. Print at least 10% more copies than the number of confirmed attendees if registrations are still open.

Frequently asked questions

How many cups and glasses do I need for an information evening?: Use one coffee cup and one glass per guest, plus 10% extra. For 50 guests, prepare at least 55 cups and 55 glasses so you are covered for breakages, second servings and late arrivals.
How much food and drink should I buy for an information evening?: Allow two to three drinks per person for the first hour, then adjust for the planned length of the evening. For catering, confirm the final headcount at least 3 days beforehand and add about 10% extra portions where possible.
When should I test the projector and presentation equipment?: Test the laptop, projector, screen, HDMI cables and power supply at least 1 day before the event. Repeat a short check 60 minutes before opening the venue, when the equipment is already positioned.
How many programmes and name badges should I print?: Prepare one programme and one name badge per registered guest, then print 10% extra if registrations may change. For 50 attendees, print at least 55 programmes and prepare 55 name badges.

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.