What you need for an introduction evening

An introduction evening needs more than drinks and chairs. You will need a clear welcome point, name badges, serving equipment, coffee and tea supplies, snacks, signs and tested audio equipment. Buy or collect items according to your guest count, then add a small buffer for late registrations and spills. Keep dietary requirements next to the shopping list so suitable snacks and drinks are ready before guests arrive.

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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
Registration desk

Tableware

Reusable glassesqty 80
Coffee cupsqty 70
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 10

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Cutting boardsqty 3
Serving utensilsqty 10

Equipment

Portable speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4

Decorations

Buntingqty 8
Balloonsqty 60
Tableclothsqty 8
Vasesqty 6
Flower arrangementsqty 6

Lighting

Atmosphere lightsqty 6

Office supplies

Name badgesqty 80
Pensqty 20
A4 printing paperqty 100
Tapeqty 4
Directional signsqty 8

Cleaning

Waste binsqty 6
Bucketsqty 2
Mopsqty 2
Broom and dustpanqty 2

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Sweetener - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Still water - 48 bottles
- Sparkling water - 24 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Lemon-lime soda - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Ice cubes - 8 bags
- Baguettes - 12 pieces
- Mini rolls - 80 pieces
- Butter - 500 grams
- Young cheese - 1,5 kilo
- Brie - 600 gram
- Hummus - 6 tubs
- Cucumber - 8 pieces
- Tomatoes - 2 kilos
- Grapes - 3 kilos
- Apples - 60 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 6 bags
- Salted peanuts - 3 bags
- Mixed nuts - 3 bags
- Vegetable sticks - 5 kilo
- Garlic sauce - 3 bottles
- Hummus dip - 4 tubs
- Mini cookies - 6 packs
- Brownies - 5 boxes
- Lemons - 12 pieces
- Fresh mint - 4 bunches
- Napkins - 300 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 6 pieces
- Microfiber cloths - 8 pieces
- Hand soap - 4 bottles
- Paper hand towels - 6 packs

Tips

Prepare one name badge and one pen for every registered guest, plus at least 10% extra badges and five spare pens. Print the badges on A4 paper before setup so the welcome desk is not held up.
Plan two to three drinks per person for the first hour, then one drink per person for each additional hour. Chill drinks several hours ahead and keep water available alongside coffee, tea and other refreshments.
Allow one plate, cutlery set, reusable glass and coffee cup per guest, plus 10% spare tableware. Bring serving platters and serving utensils so snacks can be replenished without using personal dishes.
Set up one registration desk near the entrance and prepare directional signs before guests arrive. Pack tape, pens and waste bins with the welcome materials; these small items are often left behind until the last minute.
Test portable speakers, the microphone, extension cords and power strips at least 60 minutes before opening. Charge equipment in advance and keep cables away from walkways, especially around the registration desk and seating.

Frequently asked questions

What should I buy for an introduction evening?: Buy drinks, coffee, tea, snacks and any dietary alternatives, then add tableware, serving items and waste bins. You will also need name badges, pens, A4 paper, tape and directional signs, plus decorations or lighting if they are part of the setup.
How many drinks do I need per guest for an introduction evening?: Allow two to three drinks per guest during the first hour and one drink per guest for every hour after that. Add about 10% extra for unexpected guests, spills and people who stay longer.
How many name badges and pens should I prepare?: Prepare one badge per registered guest, plus 10% extra. Have at least five spare pens available, or one pen for every 10 guests if attendees will write their own badges.
When should I chill drinks and prepare the coffee station?: Chill drinks several hours before guests arrive so they are ready at the start. Set out coffee machines, kettles and thermos flasks during setup, and test the coffee and tea station at least 30 minutes before opening.

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