Information evening shopping list

An information evening needs more than coffee and chairs. You will need drinks and serving items for arrivals and breaks, clear materials for visitors, and reliable equipment for presentations. Use the plan’s attendance numbers to calculate catering, badges and handouts, then check what is already in stock before shopping. Arrange deliveries and technical equipment early, especially if several presenters share one room or visitors move between sessions.

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What to bring

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

Furniture

Tablesqty 12
Chairsqty 120
High tablesqty 6
Coat racksqty 2
Clothes hangersqty 120
Tableclothsqty 12
Waste binsqty 10

Tableware

Coffee cupsqty 120
Glassesqty 120
Platesqty 120
Knivesqty 120
Forksqty 120
Teaspoonsqty 120
Serving plattersqty 20
Pouring jugsqty 8
Thermos flasksqty 8
Serving spoonsqty 12

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving tongsqty 8
Measuring cupsqty 2
Coolersqty 4
Insulated carafesqty 4

Equipment

Laptopsqty 3
Projectorsqty 3
Projection screensqty 3
Speakersqty 4
Wireless microphonesqty 3
Microphone standsqty 3
Extension cordsqty 8
Power stripsqty 8
HDMI cablesqty 5
USB sticksqty 4
Presentation clickersqty 3
Laptop chargersqty 4

Decorations

Balloonsqty 100
Balloon ribbonqty 2
Buntingqty 8
Flower arrangementsqty 6
Candle holdersqty 10
LED candlesqty 20
Welcome sign
Information boardsqty 12
Directional signsqty 12
Table signsqty 12
Adhesive stripsqty 4
Cable tiesqty 2

Catering

Groceries
- Coffee beans - 3 bags
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Green tea - 1 box
- Herbal tea - 1 box
- Hot chocolate - 2 packs
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Sugar - 2 kilograms
- Sweeteners - 2 boxes
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 48 bottles
- Spa Red - 24 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Lemons - 2 kilograms
- Ice cubes - 10 kilograms
- Mini rolls - 180 pieces
- Whole wheat rolls - 60 pieces
- Unsalted butter - 2 packs
- Cream cheese - 3 tubs
- Mild cheese - 3 kilograms
- Aged cheese - 2 kilogram
- Chicken breast slices - 2 kilogram
- Hummus - 2 kilograms
- Peanut butter - 2 jars
- Jam - 2 jars
- Cucumbers - 8 pieces
- Tomatoes - 3 kilograms
- Lettuce - 6 heads
- Bell peppers - 2 kilograms
- Raw vegetable salad - 4 kilogram
- Herb butter - 2 tubs
- Mini quiches - 120 pieces
- Vegetarian mini quiches - 60 pieces
- Vegan vegetable balls - 60 pieces
- Falafel - 2 kilograms
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Tortilla chips - 4 bags
- Salted sticks - 3 bags
- Mixed nuts - 2 kilograms
- Raisins - 1 kilogram
- Apples - 60 pieces
- Bananas - 40 pieces
- Grapes - 5 kilograms
- Mandarins - 5 kilograms
- Strawberries - 3 kilograms
- Mini muffins - 120 pieces
- Butter cookies - 6 packs
- Vegan cookies - 3 packs
- Gluten-free cookies - 3 packs
- Brownies - 80 pieces
- Honey - 2 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Chili sauce - 2 bottles
- Olives - 2 kilograms
- Pickles - 2 jars
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 8 rolls
- Napkins - 300 pieces
- Coffee filters - 2 packs
- Trash bags - 3 rolls
- Toilet paper - 24 rolls
- Liquid hand soap - 6 bottles
- Paper towels - 6 packs
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant spray - 3 bottles
- Dish soap - 3 bottles
- Sponges - 12 pieces
- Rubber gloves - 6 pairs

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Cleaning clothsqty 20
Paper towelsqty 6
Hand sanitizerqty 8
Toilet brushesqty 4

Lighting

LED lampsqty 8
String lightsqty 6
Battery lanternsqty 4

Paper goods

Name badgesqty 150
Program flyersqty 150
Information leafletsqty 300
Sign-up listsqty 10
Pensqty 30
Pencilsqty 20
Notepadsqty 20
Sticky notesqty 10
Markersqty 20
A4 paperqty 5
Clipboardsqty 10
Envelopesqty 100
Badge holdersqty 150
Tapeqty 6
Scissorsqty 6
Staplersqty 3
Cardboardqty 20

Safety

Flashlightsqty 4
High-visibility vestsqty 8
Non-slip matsqty 6
Cable traysqty 12

Tips

Plan around two drinks per person for the first hour, then one drink per person for each additional hour. Add extra coffee, tea and water if registration, presentations and questions run into a long evening.
Prepare one name badge, printed programme and information leaflet for every registered visitor, plus 5–10% extra for walk-ins, spelling corrections and replacements. Print the attendance list after registration closes, not several days earlier.
For each presentation room, allow one laptop, projector, projection screen, speaker and wireless microphone where needed. Test every presentation on the actual laptop at least 24 hours before the event.
Count tableware against the busiest service moment: one cup, glass and plate per guest, plus at least 10% spare. Check teaspoons, serving spoons, platters, pouring jugs and thermos flasks separately; these are easy to overlook when the main catering order is complete.
Buy or prepare practical serving supplies before the catering arrives, including cutting boards, chef’s knives, serving tongs, coolers and insulated carafes. Keep extension cords, microphone stands and waste bins available in the rooms rather than leaving them in storage.

Frequently asked questions

What do I need for an information evening?: Plan for seating, tables, coat storage, refreshments, tableware, name badges, programmes and information leaflets. You may also need a laptop, projector, screen, speakers and microphones for each presentation room. Check the full shopping list against the expected number of visitors at least one week before the evening.
How much food and drink should I buy for an information evening?: Allow roughly two drinks per person during the first hour and one per person for every extra hour, then add 5–10% for unexpected visitors. Base food quantities on confirmed registrations, dietary requirements and the length of the programme. Finalise the order 3–5 days before the event.
How many printed programmes and name badges do I need?: Prepare one of each for every registered visitor and print 5–10% extra. Keep a few blank badges for walk-ins or corrections. Print the final attendance list after registration closes, ideally 24 hours before doors open.
When should I test the projector and microphones?: Test the laptop, presentations, projector, screen, speakers and wireless microphones at least 24 hours in advance. Repeat a short sound and image check on the day, before visitors arrive, because cables, room layouts and presentation files can change.

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