What you need for an insulation information evening

An insulation information evening needs more than chairs and a projector. Visitors should be able to register quickly, find the right room, get a drink and follow presentations without interruptions. Use this shopping list to check the practical supplies before the event, including coffee and tea equipment, serving items, name badges, printed information and presentation materials. Buy or borrow disposable and reusable items based on the number of registered visitors, speakers and helpers.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Clothes racksqty 2
Waste binsqty 4
Tableclothsqty 8

Equipment

Projector
Projection screen
Laptop
HDMI cablesqty 2
Presentation clicker
Speakersqty 2
Microphone
Power stripsqty 4
Extension cordsqty 4

Presentation

Flip chart
Flip chart paper
Markersqty 2
Information leafletsqty 100
Registration formsqty 80
Name badgesqty 80
Pensqty 30
Route signsqty 6

Tableware

Coffee cupsqty 70
Glassesqty 70
Platesqty 70
Teaspoonsqty 70
Serving spoonsqty 8
Serving traysqty 6

Kitchen

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

Lighting

LED lightsqty 4

Cleaning

Vacuum cleaner
Mop set
Bucketsqty 2

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 1 box
- Green tea - 1 box
- Herbal tea - 1 box
- Whole milk - 6 liters
- Oat milk - 3 liters
- Sugar - 1 kilo
- Sweetener - 1 box
- Spa Blauw - 8 bottles
- Spa Rood - 6 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Mini waffle cookies - 6 packs
- Butter cookies - 5 packs
- Paprika chips - 3 bags
- Plain chips - 3 bags
- Snack mix - 3 bags
- Apples - 40 pieces
- Bananas - 30 pieces
- Grapes - 4 kilos
- Mini cucumbers - 30 pieces
- Cherry tomatoes - 2 kilos
- Whole wheat rolls - 80 pieces
- White rolls - 40 pieces
- Young matured cheese - 3 kilos
- Back ham - 2 kilos
- Hummus - 1.5 kilos
- Cream cheese - 1 kilo
- Margarine - 500 grams
- Jam - 2 jars
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Paper napkins - 200 pieces
- Stirrers - 150 pieces
- Paper towels - 6 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- Dish brushes - 2 pieces
- Cleaning wipes - 2 packs
- Hand soap - 3 bottles
- Toilet paper - 24 rolls

Tips

Plan around two drinks per person for the first hour, then add one drink for each additional hour. Chill bottled or canned drinks at least 4 hours before the doors open.
Provide one coffee cup and one glass per expected visitor, plus at least 10% extra. For 50 visitors, that means preparing 55 cups and 55 glasses so a missing or dirty item does not stop service.
Print the visitor list, registration forms and name badges no later than the day before. Bring at least 10 blank badges and 10 spare pens for walk-ins and corrections.
Check every presentation connection at least 2 hours before arrival, including the laptop, HDMI cables, projector, screen, speakers, microphone, power strips and extension cords. Keep one spare HDMI cable available if possible.
Set out route signs and information leaflets before opening, not during registration. Prepare enough leaflets for every registered visitor and keep an extra batch of 10% for people who arrive without registering.

Frequently asked questions

What should I buy for an insulation information evening?: Buy drinks, coffee, tea, snacks and the serving items needed for your visitor count. You also need printed registration materials, name badges, pens, information leaflets and any presentation equipment the venue does not provide.
How many cups and glasses do I need for 50 visitors?: Prepare at least 55 coffee cups and 55 glasses for 50 visitors, allowing 10% extra. Add more if the evening lasts longer than 2 hours or if washing items during the event is not possible.
When should I prepare the name badges and visitor list?: Print the visitor list and prepare the name badges the day before the event. Leave at least 30 minutes before opening to add late registrations and place the badges at the reception desk.
How early should I test the presentation equipment?: Test the laptop, projector, screen, HDMI cables, speakers and microphone at least 2 hours before visitors arrive. This leaves time to replace a cable, move the equipment or solve a power problem.

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