What to buy for an introductory day
An introductory day needs more than coffee and name badges. Plan the items that keep registration, workshops, meals and room changes running without last-minute shopping. This checklist covers tableware, serving equipment, drink storage, basic kitchen tools and presentation equipment. Use your participant count and programme length to calculate quantities, then check what the venue already provides before buying or hiring anything.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 10
- Chairsqty 60
- Buffet tablesqty 3
- Stoolsqty 8
- Coat racksqty 2
Tableware
- Dinner platesqty 70
- Dessert platesqty 70
- Coffee cupsqty 60
- Water glassesqty 100
- Wine glassesqty 70
- Coffee spoonsqty 60
- Dinner cutlery setsqty 70
- Serving spoonsqty 8
Catering
- Thermos flasksqty 6
- Serving plattersqty 12
- Serving tongsqty 8
- Drink cratesqty 6
- Coolersqty 4
- Groceries
- Coffee - 2 kilos
- Tea bags - 150 pieces
- Sugar - 2 kilos
- Sweeteners - 200 pieces
- Milk - 8 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 8 crates
- Spa Rood - 2 crates
- Beer - 8 crates
- Alcohol-free beer - 2 crates
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 6 bottles
- Lemons - 20 pieces
- Limes - 15 pieces
- Ice cubes - 15 kilos
- Apple juice - 6 liters
- Orange juice - 6 liters
- Apples - 60 pieces
- Bananas - 50 pieces
- Grapes - 5 kilos
- Mini cucumbers - 4 kilo
- Snack tomatoes - 4 kilos
- Carrots - 3 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Salted breadsticks - 6 bags
- Party nuts - 5 kilos
- Olives - 3 jars
- Hummus - 3 kilos
- Garlic sauce - 2 bottles
- Salsa - 3 jars
- Crackers - 10 packs
- Baguettes - 15 pieces
- Herb butter - 10 tubs
- Cheese slices - 3 kilos
- Ham - 2 kilos
- Vegetarian cold cuts - 2 kilos
- Wraps - 100 pieces
- Chicken breast - 7 kilos
- Falafel - 5 kilos
- Rice - 8 kilo
- Pasta - 6 kilos
- Pesto sauce - 3 kilo
- Tomato sauce - 6 liters
- Coconut milk - 6 liter
- Vegetable bouillon - 3 packs
- Mixed vegetables - 10 kilos
- Lettuce - 10 heads
- Cucumbers - 15 pieces
- Peppers - 25 pieces
- Red onions - 3 kilos
- Corn - 10 cans
- Kidney beans - 10 cans
- Grated cheese - 3 kilos
- Yogurt dressing - 3 liters
- Mayonnaise - 2 liter
- Ketchup - 2 liters
- Mustard - 1 liter
- Salt - 1 kilo
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Italian herbs - 250 grams
- Olive oil - 2 liters
- Garlic - 10 bulbs
- Brownies - 70 pieces
- Vegan brownies - 10 pieces
- Whipped cream - 3 liters
- Cookies - 10 packs
- Chocolate - 3 kilos
- Paper napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Dishwasher tablets - 40 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 4 packs
Kitchen
- Cutting boardsqty 4
- Chef's knivesqty 4
- Measuring cupsqty 2
- Mixing bowlsqty 6
- Aluminum foilqty 2
- Food storage containersqty 12
Equipment
- Laptop
- Projector
- Projection screen
- Speakersqty 2
- Microphoneqty 2
- Audio mixer
- Extension cordsqty 6
- Power stripsqty 6
- Charging cablesqty 6
- Tripodsqty 2
Decorations
- Name badge holdersqty 60
- Name badgesqty 70
- Pensqty 70
- Balloonsqty 100
- Balloon pumpqty 2
- Buntingqty 8
- Tableclothsqty 12
- Vasesqty 10
- Chalkboardsqty 6
- Directional signsqty 10
- Sticky tackqty 4
- Painter's tapeqty 6
Lighting
- String lightsqty 4
- Standing lampsqty 4
Sports equipment
- Soft ballsqty 8
- Hoopsqty 6
- Conesqty 20
- Skipping ropesqty 6
- Blindfoldsqty 10
- Scoreboardsqty 4
- Stopwatchesqty 4
Cleaning
- Waste binsqty 8
- Bucketsqty 3
- Mopsqty 3
- Broom and dustpanqty 2
- Dustpan and brushqty 2
- Cleaning glovesqty 6
- Microfiber clothsqty 20
Tips
- Count one dinner plate, one dessert plate, one cutlery set and one water glass per participant, then add 10% extra for breakage, late arrivals and dirty items. Coffee cups and wine glasses need separate counts if both are used.
- For a first-hour welcome, allow two to three drinks per person; for each following hour, plan one drink per person. Keep drink crates in coolers and confirm that you have enough serving space at the buffet tables.
- Set aside at least one serving spoon or pair of serving tongs per dish. Add serving platters, cutting boards, chef’s knives, mixing bowls and measuring cups if food is being portioned or prepared on site.
- Check the AV setup at least one day before the introductory day: laptop, projector, projection screen, speakers, microphone and audio mixer must work together. Bring presentation files in two formats and test the microphone from the back of the room.
- Do an inventory before shopping and again when the venue opens. Items such as coat racks, stools, thermos flasks, foil and food storage containers are easy to overlook because they are not used during the main programme.
Frequently asked questions
- What do I need to buy for an introductory day?
- Plan tableware, drinks, buffet and serving equipment, basic kitchen tools, and AV equipment. For each participant, start with one dinner plate, one dessert plate, one cutlery set and one water glass, plus 10% spare.
- How many drinks do I need for an introductory day?
- Allow two to three drinks per person during the first hour and one drink per person for every additional hour. Add extra water for the full programme and keep chilled drinks in coolers rather than relying only on a refrigerator.
- How much tableware should I get for an introductory day?
- Buy or hire one item per person for the main meal and add 10% spare. If participants will eat dessert or use coffee cups during breaks, count those separately instead of assuming dinner tableware will be reused.
- When should I check the equipment for an introductory day?
- Complete the inventory before shopping and test the laptop, projector, screen, speakers, microphone and audio mixer at least one day before the event. Recheck connections when the venue opens, before participants arrive.
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