What you need for an introductory day

An introductory day needs more than coffee and a welcome presentation. You’ll need supplies for registration, name badges, group tours, games, catering and the presentation area. Plan tableware and serving equipment for the full participant count, then add a small buffer for unexpected guests or replacements. Check technical equipment and power supplies before the day, because missing cables or an untested projector are easy to overlook when shopping.

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What to bring

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

Furniture

Tablesqty 12
Chairsqty 90
Reception desk
Buffet tablesqty 4

Tableware

Reusable platesqty 100
Reusable bowlsqty 100
Reusable glassesqty 120
Coffee cupsqty 80
Cutlery setsqty 100
Serving spoonsqty 8

Decorations

Name badgesqty 100
Name badge holdersqty 100
Tableclothsqty 8
Balloonsqty 100
Balloon ribbonqty 2
Tapeqty 6
Directional signsqty 12

Equipment

Laptop
Projector
Projection screen
Portable speakerqty 2
Wireless microphone
Extension cordsqty 4
Power stripsqty 4

Kitchen

Coffee makerqty 2
Kettlesqty 2
Coolersqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Serving plattersqty 12
Serving traysqty 8
Storage binsqty 10

Sports equipment

Conesqty 30
Ropeqty 4
Softballsqty 8
Hoopsqty 6

Catering

Groceries
- Coffee - 2 packs
- Tea assortment - 4 boxes
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 4 liters
- Lemon tea - 2 boxes
- Spa Blauw - 60 bottles
- Spa Rood - 30 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Ice cubes - 12 bags
- Baguettes - 20 pieces
- Whole grain bread - 8 loaves
- Wraps - 100 pieces
- Hummus - 12 tubs
- Cream cheese - 8 tubs
- Young cheese - 5 kilos
- Smoked chicken breast - 3 kilos
- Vegetarian spreads - 12 tubs
- Lettuce - 12 heads
- Cucumbers - 15 pieces
- Tomatoes - 5 kilos
- Bell peppers - 30 pieces
- Arugula - 8 bags
- Olives - 6 jars
- Potato salad - 10 kilos
- Pasta salad - 10 kilos
- Green salad - 8 kilos
- Vegetarian quiche - 20 pieces
- Chicken drumsticks - 8 kilo
- Falafel - 5 kilos
- Garlic sauce - 4 bottles
- Honey mustard sauce - 4 bottles
- Ketchup - 3 bottles
- Mayonnaise - 3 bottles
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Mixed nuts - 5 kilo
- Grapes - 6 kilos
- Apples - 80 pieces
- Bananas - 60 pieces
- Cookies - 8 packs
- Brownies - 100 pieces
- Napkins - 300 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 8 rolls
- Toilet paper - 48 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Hand soap - 4 bottles
- Hand gel - 6 bottles

Tips

Prepare one name badge and holder for every participant, plus at least 5 extra badges for late registrations or replacements. Keep them at the reception desk in alphabetical order if registration is busy.
For catering, count one complete plate, bowl, glass and cutlery set per participant, then add 10% spare tableware. Include coffee cups and serving spoons separately; they are often forgotten when reusable tableware is collected.
Plan drinks for the schedule rather than buying one large mixed supply. Chill drinks in coolers before guests arrive, and keep a few unchilled bottles available while the first batch is being served.
The presentation setup needs more than a laptop and projector. Pack the projection screen, portable speaker, wireless microphone, extension cords and power strips, and test the complete setup at least 60 minutes before the welcome starts.
Prepare physical materials for every tour group and game station. Print group lists, route maps and directional signs before shopping day, and use tape to secure signs where visitors must choose between routes or rooms.

Frequently asked questions

What should I buy for an introductory day?: Buy supplies for registration, catering, drinks, tours, games and the presentation area. For each participant, plan one name badge, one complete tableware set and enough seating, then add about 10% spare tableware and 5 extra badges.
How many plates and glasses do I need for an introductory day?: Start with one reusable plate, bowl and glass per participant, plus 10% extra. For 50 participants, that means 55 plates, 55 bowls and 55 glasses, before accounting for separate coffee cups.
When should I chill drinks for an introductory day?: Put drinks in coolers at least 2 hours before the reception so they are cold when guests arrive. Keep a small reserve outside the cooler so you can restock without opening the main supply repeatedly.
What presentation equipment is easy to forget?: Check the projector, projection screen, portable speaker, wireless microphone, laptop, extension cords and power strips as one complete kit. Test everything at least 60 minutes before the first presentation, including sound and the available power outlets.

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