What you need for an International Women’s Day celebration

A good International Women’s Day celebration needs more than refreshments and decorations. You’ll need practical supplies for registration, seating, catering, speakers and presentations, plus enough tableware for the full guest count. Plan quantities from your confirmed registrations, then add a small buffer for walk-ins and breakage. This checklist helps you shop and pack everything before the venue opens, so the program can start without last-minute supply runs.

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What to bring

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

Furniture

Foldable tablesqty 10
Folding chairsqty 120
Buffet tablesqty 4
Reception desk
High tablesqty 8
Tableclothsqty 14
Lectern
Speaker chairsqty 6

Tableware

Dinner platesqty 120
Dessert platesqty 120
Coffee cupsqty 100
Water glassesqty 140
Wine glassesqty 120
Coffee spoonsqty 100
Tablespoonsqty 120
Forksqty 120
Knivesqty 120
Serving utensilsqty 16

Equipment

Bluetooth speakerqty 2
Wireless microphonesqty 3
Microphone standqty 2
Extension cordsqty 6
Power stripsqty 6
Laptop
HDMI cableqty 2
Projector
Projector screen

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Cutting boardsqty 4
Chef's cutleryqty 4
Serving plattersqty 12
Serving trays with lidsqty 8
Thermos flasksqty 6
Ice cube traysqty 4

Decorations

Buntingqty 6
Paper fansqty 20
Table decorationsqty 12
Photo backdrop
Flower vasesqty 8

Lighting

LED light stringsqty 6
LED lampsqty 8
Cable matsqty 8

Cleaning

Waste binsqty 6
Vacuum cleaner
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 6

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Chai tea - 1 box
- Sugar - 2 kilograms
- Sweeteners - 2 boxes
- Semi-skimmed milk - 8 liters
- Oat milk - 6 liters
- Lemons - 2 kilograms
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Sparkling water - 12 bottles
- Still water - 12 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Ginger beer - 6 bottles
- Alcohol-free beer - 48 bottles
- White beer - 48 bottles
- Rosé - 12 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Alcohol-free sparkling wine - 6 bottles
- Ice cubes - 20 kilograms
- Mineral water for speakers - 12 bottles
- Mini quiches - 120 pieces
- Vegetable spring rolls - 120 pieces
- Falafel balls - 150 pieces
- Hummus - 2 kilograms
- Tzatziki - 1 kilogram
- Pita bread - 80 pieces
- Olives - 2 kilograms
- Mixed nuts - 2 kilograms
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Salsa - 6 jars
- Cucumbers - 3 kilograms
- Cherry tomatoes - 3 kilograms
- Carrots - 3 kilogram
- Peppers - 3 kilograms
- Grapes - 4 kilograms
- Apples - 5 kilograms
- Bananas - 4 kilogram
- Mini cream buns - 100 pieces
- Mini apple turnovers - 100 pieces
- Vegan brownies - 80 pieces
- Gluten-free cookies - 4 packs
- Vegan cookies - 6 packs
- Whipped cream - 2 liters
- Vanilla sauce - 2 liters
- Baguettes - 12 pieces
- Whole grain bread - 8 loaves
- Ciabatta - 8 pieces
- Hummus for buffet - 3 kilogram
- Cream cheese - 2 kilograms
- Vegan herb cream cheese - 2 kilogram
- Mild cheese - 3 kilograms
- Brie - 2 kilograms
- Smoked chicken breast - 2 kilograms
- Grilled vegetables - 4 kg
- Arugula - 1 kilogram
- Mixed lettuce - 4 kilograms
- Cucumber salad - 3 kilograms
- Pasta salad - 6 kilogram
- Quinoa salad - 5 kilograms
- Lentil salad - 5 kilogram
- Tomato salad - 4 kilograms
- Vegan falafel - 5 kilograms
- Chicken skewers - 5 kilograms
- Herb oil - 2 liter
- Balsamic dressing - 2 liters
- Yogurt dressing - 2 liters
- Mayonnaise - 2 liter
- Ketchup - 2 liters
- Mustard - 1 liter
- Pesto - 1 kilogram
- Olive oil - 2 liters
- Salt - 1 kilogram
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Italian herbs - 250 grams
- Garlic - 500 grams
- Coffee filters - 2 boxes
- Stirrers - 300 pieces
- Cocktail picks - 500 pieces
- Napkins - 600 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Storage containers - 30 pieces
- Disposable gloves - 2 boxes
- Hand soap - 4 bottles
- Hand sanitizer - 6 bottles
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 60 pieces
- Dishwasher tablets - 40 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Toilet cleaner - 2 bottles

Tips

Plan tableware for every registered guest, plus 10% extra: dinner plates, dessert plates, forks, knives, tablespoons, coffee spoons, water glasses and coffee cups. Add wine glasses only if wine is on the menu.
For a coffee break, provide at least one cup per guest and enough hot-water capacity for the first service period. Check whether you need multiple coffee machines or kettles instead of relying on one appliance.
Keep catering separate from the presentation area: use buffet tables, tablecloths and serving utensils, and bring coolers for items that must stay chilled. Confirm dietary requirements before placing the final order.
For a speaker-led program, test the laptop, HDMI cable, projector and screen at least one day before the event. Bring extension cords and power strips, and check that the wireless microphones work in the actual room.
Prepare registration supplies before shopping day: a reception desk, printed visitor list and name badges should be packed together. Buy or pack enough badges for every expected attendee, with at least 10% spare for late registrations.

Frequently asked questions

How much tableware do I need for an International Women’s Day event?: Start with one dinner plate, dessert plate, fork, knife, tablespoon, water glass and coffee cup per registered guest. Add 10% extra, so 110 place settings for 100 guests, especially when guests will eat in more than one serving round.
What do I need for coffee and refreshments at an International Women’s Day celebration?: Plan one coffee cup per guest for the first service, plus coffee spoons, kettles or coffee machines, and water glasses. Add coolers for chilled drinks or food, and allow at least 10% extra cups and glasses for replacements.
What equipment is needed for speakers and presentations?: Pack a laptop, HDMI cable, projector, projector screen, microphone stand and wireless microphones. Bring at least two extension cords and one power strip, then test the complete setup in the venue no later than the day before.
When should I buy supplies for an International Women’s Day celebration?: Buy reusable equipment, tableware and name badges at least 7 days ahead. Order catering after registrations and dietary requirements are confirmed, ideally 3 to 5 days before the event, while fresh snacks and chilled items can be bought 1 day before.

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