Information Session Shopping List

An information session needs more than chairs and a projector. You also need a working registration point, clear signs, presentation backups, name badges and enough coffee, water and snacks for the schedule. Use the plan’s item list to check what the venue already provides before buying or borrowing anything. Count tableware and drinks from the number of registered participants, then add a small buffer so late arrivals and spills do not disrupt the session.

Organize this event for free with Lizzt

What to bring

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

Furniture

Tablesqty 10
Chairsqty 90
Registration desk
Coat racksqty 2
Tableclothqty 10

Equipment

Laptop
Projector
Projection screen
Wireless microphoneqty 2
Portable speakersqty 2
HDMI cableqty 2
Extension cordsqty 4
Power stripsqty 4
Laser pointer

Tableware

Coffee cupsqty 90
Drinking glassesqty 90
Platesqty 90
Cutlery setsqty 90
Serving plattersqty 8
Serving tongsqty 6

Kitchen

Coffee machinesqty 2
Water jugsqty 6
Thermos flasksqty 4
Coolersqty 3
Cutting boardsqty 3
Bread knivesqty 3

Decorations

Name badgesqty 100
Table signsqty 10
Signage boardsqty 6
Pensqty 30

Catering

Programsqty 100
Information leafletsqty 100
Notepadsqty 90
Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Mints - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Apples - 6 kilos
- Bananas - 5 kilo
- Grapes - 4 kilos
- Cucumbers - 6 pieces
- Cherry tomatoes - 3 kilos
- Carrots - 3 kilos
- Hummus - 2 kilos
- Cream cheese - 1 kilo
- Young cheese - 2 kilos
- Turkey breast - 1 kilo
- Whole wheat bread - 10 loaves
- Baguettes - 8 pieces
- Whole grain crackers - 6 packs
- Rice cakes - 4 packs
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Mixed nuts - 2 kilos
- Raisins - 1 kilo
- Cookies - 6 packs
- Gluten-free crackers - 2 packs
- Vegan spreads - 2 packs
- Mayonnaise - 1 jar
- Ketchup - 1 bottle
- Napkins - 300 pieces
- Stir sticks - 200 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 2 packs
- Hand soap - 2 bottles

Cleaning

Bucketsqty 2
Mopsqty 2
Dustpan and brushqty 2
Cleaning glovesqty 6
Waste binsqty 4

Tips

Plan one registration desk near the entrance, with name badges, pens and the attendance list ready before doors open. Bring at least 10% more badges and pens than the number of registered participants.
Check the presentation setup at least 60 minutes before arrival: laptop, projector, screen, HDMI cable, microphone and speakers must work together. Pack extension cords and power strips rather than assuming the room has enough outlets.
For the first hour, allow about 2–3 drinks per person, including coffee and water. Add extra water for speakers and keep chilled drinks in coolers so service does not depend on the venue kitchen.
Count one cup, glass, plate and cutlery set per participant, then add 10% for replacements. Serving platters, tongs, cutting boards and bread knives are easy to overlook when snacks arrive in large packages.
Prepare signage before setup: one sign for registration, one for the session room and table signs for reserved areas. Print programs, handouts and the attendance list no later than the day before, with spare copies for walk-ins.

Frequently asked questions

What should I buy for an information session?: Prepare drinks, snacks, coffee-service items, tableware, name badges, pens and printed materials. You will also need presentation and power accessories such as an HDMI cable, extension cords and power strips unless the venue confirms they are supplied.
How many drinks do I need per person for an information session?: For the first hour, plan 2–3 drinks per person, counting coffee and water. Add roughly 10% extra for speakers, late arrivals and accidental spills.
How many handouts should I print for an information session?: Print one program and one handout set per registered participant, plus about 10% extra. Finish printing by the day before so missing pages or last-minute speaker changes can still be corrected.
When should I check the projector and microphone?: Test the laptop, projector, screen, microphone, speakers and cables at least 60 minutes before participants arrive. Keep a spare HDMI cable and suitable extension cords with the equipment instead of trying to solve connection problems during registration.

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.