What you need for an information session

An information session needs more than chairs and a projector. You need a clear registration point, working presentation equipment, name badges, refreshments and enough tableware for the full group. Use the participant list to calculate catering and drinks, then check technical and serving supplies at least one week before the session. This list helps you buy or bring the items that are most often missing on the day, including extension leads, serving utensils and materials for welcoming visitors.

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What to bring

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

Furniture

Chairsqty 70
Tablesqty 10
Registration desk
Clothes racksqty 2

Tableware

Coffee cupsqty 70
Glassesqty 100
Platesqty 80
Knivesqty 80
Forksqty 80
Spoonsqty 80
Serving traysqty 8

Equipment

Projector
Projection screen
Presentation laptop
Presentation clicker
Wireless microphonesqty 2
Speakersqty 2
Extension cordsqty 4
Power stripsqty 4
Cable reelsqty 2

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 3
Serving spoonsqty 6

Decorations

Name badge holdersqty 70
Name badgesqty 70
Information boardsqty 6
Tableclothsqty 10
Pensqty 30
Notepadsqty 70
Program leafletsqty 80

Cleaning

Waste binsqty 6
Dustpan and brushqty 2

Catering

Groceries
- Coffee - 2 packs
- Tea bags - 120 pieces
- Decaf coffee - 1 pack
- Sugar - 2 packs
- Sweetener - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Lemons - 10 pieces
- Spa Blauw - 8 bottles
- Sparkling mineral water - 6 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Ice cubes - 6 bags
- Mini water - 70 bottles
- Cheese mini sandwiches - 25 pieces
- Mini ham sandwiches - 25 pieces
- Mini hummus sandwiches - 20 pieces
- Gluten-free buns - 5 pieces
- Vegan sandwiches - 8 units
- Unsalted butter - 2 packs
- Young cheese - 2 kilos
- Cold cuts - 1 kilo
- Hummus - 1 kilo
- Cucumber - 6 pieces
- Cherry tomatoes - 2 kilos
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Salted nuts - 3 bags
- Grapes - 3 kilos
- Apples - 60 pieces
- Bananas - 40 pieces
- Cookies - 6 packs
- Brownies - 70 pieces
- Mayonnaise - 1 bottle
- Mustard - 1 bottle
- Ketchup - 1 bottle
- Napkins - 300 pieces
- Stirrers - 150 pieces
- Cocktail picks - 200 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- Hand soap - 4 bottles
- Disinfectant wipes - 4 packs

Tips

Plan two to three drinks per person for the first hour, then about one drink per person for each additional hour. Include coffee, tea and water, and keep chilled drinks in coolers until needed.
Order catering from the final participant list, not the invitation count. Add roughly 5–10% extra sandwiches and snacks, especially if visitors may arrive without registering.
Prepare one name badge and holder for every participant, speaker and organiser, plus around 10% spare badges. Keep pens at the registration desk so late arrivals can complete their details.
Check the projector, screen, presentation laptop, clicker and microphones together at least one day before the session. Bring extension cords, power strips and a cable reel rather than assuming the venue has enough sockets.
Set aside tableware by service: cups for coffee and tea, glasses for cold drinks, plates and cutlery for food, and serving trays and spoons for the catering table. This prevents a late search for basic items while visitors are arriving.

Frequently asked questions

How many drinks do I need for an information session?: Allow two to three drinks per person during the first hour and one drink per person for every hour after that. For a two-hour session, plan on roughly three to four drinks per attendee, including coffee, tea and water.
How much catering should I order for an information session?: Base the order on the final participant list and add 5–10% extra food. For example, 50 confirmed attendees means planning for about 53–55 portions, with dietary requirements counted separately.
When should I check the presentation equipment?: Collect and test the projector, screen, laptop, clicker and microphones at least 24 hours before the session. Test the complete setup again when the room is arranged, because cable lengths and socket locations may differ.
How many name badges and holders do I need?: Prepare one badge and holder for every expected participant, speaker and organiser, then add about 10% spare. For 80 people, prepare at least 88 badges and holders, along with several pens at the registration desk.

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