What you need for an information session

An information session needs more than chairs and a presentation. Plan the registration desk, name badges, handouts, presentation equipment and refreshments before the day itself. For drinks, allow two to three servings per person during the first hour, then one serving per hour after that. Check dietary requirements before ordering catering, and test every cable, microphone and presentation file in the hall at least one day in advance.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Registration desk
Coat rack

Equipment

Laptop
Projector
Projection screen
Wireless microphonesqty 2
Speakersqty 2
Presentation clicker
HDMI cableqty 2
Extension cordsqty 4
Power stripsqty 4
Flip chart
Flip chart paper
Whiteboard
Whiteboard markersqty 6

Tableware

Coffee cupsqty 80
Drinking glassesqty 80
Platesqty 80
Cutlery setsqty 80
Serving traysqty 6
Water jugsqty 6
Thermos flasksqty 4

Catering

Coolersqty 3
Coffee machinesqty 2
Kettlesqty 2
Serving spoonsqty 6
Serving tongsqty 6
Bread basketsqty 6
Coffee filters
Table runnersqty 8
Napkinsqty 200
Handoutsqty 70
Name badgesqty 70
Ballpoint pensqty 70
Question cardsqty 100
Badge holdersqty 70

Cleaning

Waste binsqty 4
Bucketsqty 2
Mop headsqty 2
Broom and dustpanqty 2
Spongesqty 6
Dishclothsqty 12
Hand soap dispensersqty 2
Hand sanitizerqty 3

Groceries

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 1 box
- Herbal tea - 1 box
- Sugar - 1 kilo
- Sweetener - 1 box
- Milk - 6 liters
- Oat milk - 3 liters
- Still water - 12 liters
- Sparkling water - 6 liters
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Apple juice - 4 liter
- Orange juice - 4 liters
- Mini water bottles - 70 pieces
- Butter - 500 grams
- Whole grain bread - 8 loaves
- White bread - 6 loaves
- Wraps - 6 packs
- Young cheese - 3 kilos
- Back ham - 2 kilos
- Chicken breast slices - 2 kilos
- Hummus - 1 kilo
- Cream cheese - 1 kilo
- Egg salad - 1 kilo
- Iceberg lettuce - 4 heads
- Cucumbers - 6 pieces
- Tomatoes - 3 kilos
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Salty sticks - 4 bags
- Mini pretzels - 4 bags
- Cookie assortment - 6 packs
- Butter cookies - 4 packs
- Apples - 60 pieces
- Bananas - 40 pieces
- Grapes - 4 kilos
- Lemons - 6 pieces
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Mustard - 1 jar
- Aluminum foil - 1 roll
- Cling film - 1 roll
- Bread bags - 2 packs
- Coffee stirrers - 200 pieces
- Wooden cocktail picks - 1 pack
- Trash bags - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Cleaning wipes - 2 packs
- Name tag paper - 2 packs
- Tape - 3 rolls

Tips

Set out one registration desk with the attendance list, name badges and pens. Prepare 10% more badges and handouts than the number of confirmed attendees for late additions and damaged copies.
Plan seating for every registered guest plus 10% spare capacity. Keep a clear route to the registration desk, coat rack, toilets and presentation area rather than filling every available space.
For a two-hour session, provide two to three drinks per person in total, including coffee, tea and water. Chill bottled or served drinks early, and have enough cups, glasses, jugs and thermos flasks ready for a refill.
Bring the complete presentation setup: laptop, projector, screen, HDMI cable, clicker, speakers, microphones, extension cords and power strips. Pack one compatible backup cable and test the full connection before guests arrive.
Order catering only after dietary requirements are collected. Add at least 10% extra portions for uncertain attendance, and provide separate serving spoons or tongs for each dish to avoid mixing food.

Frequently asked questions

What do I need for an information session?: Prepare seating, a registration desk, an attendance list, name badges, handouts and writing materials. You also need the presentation setup, including a laptop, projector, screen, cables, power supplies and microphones where required. Allow refreshments for the full session and keep 10% spare capacity for materials and seating.
How much coffee and water do I need for an information session?: Allow two to three drinks per person during the first hour, then one drink per person for each additional hour. Include both coffee or tea and water, and prepare extra cups and glasses for refills. For a two-hour session, planning three to four drinks per person is a practical starting point.
How many handouts should I print for an information session?: Print one complete set per confirmed attendee, plus 10% extra. For 50 registered guests, that means 55 sets. Finish printing and collating at least one day before the session so missing pages can still be replaced.
When should I test the equipment for an information session?: Test the laptop, presentation, projector, screen, microphones, speakers and every cable at least one day before the session. Test the setup again when you arrive, ideally 60 minutes before registration opens, because room connections and power points may differ.

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