What do you need for an Investor Day?

An Investor Day needs more than coffee, lunch and a projector. You need a clear registration setup, readable name badges, printed programmes, welcome folders and signs that guide guests through the venue. This shopping list covers the practical supplies for catering, seating, presentations and networking. Match quantities to your final participant list, then add a small buffer before shopping and check all equipment at least one day before the event.

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What to bring

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

Furniture

Rectangular tablesqty 8
Tall bar tablesqty 6
Chairsqty 70
Registration desk
Buffet tablesqty 4
Lounge armchairsqty 8
Coat racksqty 2
Waste binsqty 6

Tableware

Dinner platesqty 75
Dessert platesqty 75
Coffee cupsqty 70
Water glassesqty 100
Wine glassesqty 75
Coffee spoonsqty 75
Dinner cutlery setsqty 75
Serving plattersqty 12
Serving tongsqty 8
Water jugsqty 8

Decorations

Tableclothsqty 14
Table runnersqty 8
Name badgesqty 70
Program flyersqty 70
Welcome foldersqty 70
Directional signsqty 8
Table number cardsqty 14
Flower arrangementsqty 8
Balloon bundlesqty 6

Equipment

Projector
Projection screen
Laptop
HDMI cablesqty 3
HDMI adaptersqty 3
Wireless microphonesqty 2
Speakersqty 2
Microphone standsqty 2
Power stripsqty 6
Extension cordsqty 8
Presentation clicker
Power banksqty 4

Lighting

Atmosphere lightsqty 10
LED light stringsqty 4
Emergency lightsqty 2

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Thermos flasksqty 6
Cutting boardsqty 4
Chef's knivesqty 4

Cleaning

Trash bagsqty 80
Cleaning glovesqty 6
Bucketsqty 3
Mopsqty 3
Washing-up tubsqty 3
Towelsqty 12

Catering

Groceries
- Coffee - 3 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 - 4 liters
- Still mineral water - 12 bottles
- Sparkling mineral water - 8 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Tonic - 4 bottles
- Ginger beer - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Non-alcoholic beer - 24 bottles
- Pilsener - 48 bottles
- White wine - 8 bottles
- Red wine - 6 bottles
- Alcohol-free white wine - 3 bottles
- Lemons - 12 pieces
- Limes - 12 pieces
- Fresh mint - 4 bunches
- Ice cubes - 12 bags
- Nut mix - 3 kilo
- Salted peanuts - 2 kilos
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 5 bags
- Olives - 2 kilos
- Mixed bar snacks - 2 kilos
- Hummus - 2 kilos
- Cream cheese - 1 kilo
- Brie - 1.5 kilos
- Gouda cheese - 2 kilos
- Grapes - 5 kilos
- Apples - 50 pieces
- Pears - 40 pieces
- Strawberries - 3 kilos
- Cucumbers - 8 pieces
- Bell peppers - 12 pieces
- Cherry tomatoes - 3 kilos
- Carrots - 3 kilos
- Celery - 6 stalks
- Baguettes - 12 pieces
- Whole grain loaves - 8 pieces
- Mini wraps - 100 pieces
- Butter - 1 kilo
- Herb cream cheese - 1 kilo
- Smoked salmon - 1.5 kilos
- Chicken breast slices - 1.5 kilos
- Plain hummus - 1.5 kilos
- Pesto - 6 jars
- Arugula - 1 kilo
- Mixed lettuce - 3 kilos
- Cherry tomatoes for salad - 2 kilos
- Cucumber for salad - 6 pieces
- Red onions - 2 kilos
- Feta - 1.5 kilos
- Olive oil - 2 liters
- Balsamic vinegar - 1 bottle
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Garlic - 6 bulbs
- Pasta - 5 kilos
- Tomato sauce - 8 jars
- Pesto for pasta - 6 jars
- Parmesan cheese - 1 kilo
- Vegetarian meatballs - 3 kilos
- Chicken pieces - 4 kilos
- Rice - 4 kilos
- Vegetable mix - 5 kilos
- Coconut milk - 10 cans
- Curry powder - 1 jar
- Soy sauce - 2 bottles
- Sandwiches - 80 pieces
- Potato salad - 4 kilos
- Mayonnaise - 2 jars
- Mustard - 2 jars
- Ketchup - 2 bottles
- Vegan mayonnaise - 1 jar
- Yogurt - 3 kilos
- Granola - 2 kilos
- Chocolate mousse - 60 servings
- Mini brownies - 70 pieces
- Fresh fruit for dessert - 4 kilos
- Vegan dessert portions - 8 pieces
- Gluten-free rolls - 8 pieces
- Gluten-free crackers - 2 packs
- Vegan cheese - 500 grams
- Vegan meat substitute - 1.5 kilos
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Paper towels - 8 rolls
- Toilet paper - 36 rolls
- Paper napkins - 200 pieces
- Nitrile gloves - 2 boxes
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Storage containers - 20 pieces

Tips

Plan tableware for every registered guest plus 10% extra. For a seated meal, count one dinner plate, dessert plate, cutlery set, water glass and wine glass per person; add coffee cups and spoons for each expected coffee service.
Prepare one name badge and welcome folder per participant, with at least 5 spare sets for late registrations or replacements. Print programmes and participant lists after registration closes so last-minute changes do not leave outdated copies at the registration table.
Allow 2 to 3 drinks per person during the first hour, then about 1 drink per person per hour. Chill water and other drinks several hours before arrival, and keep extra water in jugs so speakers and guests can refill without creating a queue.
Bring presentation essentials together: laptop, projector, projection screen and every required cable or adapter. Test the complete setup at least 2 hours before doors open, including slides, sound if used and visibility from the back row.
Do not leave venue signage until the morning of the event. Prepare directional signs, table number cards and the registration table materials at least 1 day ahead, and pack waste bins, coat racks and serving equipment with the catering supplies.

Frequently asked questions

How many name badges and welcome folders do I need for an Investor Day?: Prepare one for every registered participant and add 5 to 10% spare copies. For 100 participants, that means 105 to 110 name badges and welcome folders.
How much food and tableware should I buy for an Investor Day?: Use the confirmed participant list as your base and add 10% for tableware and serving pieces. For 100 guests, prepare settings for about 110 people, including dinner plates, dessert plates, cutlery, water glasses and wine glasses.
How many drinks are needed for an Investor Day?: Allow 2 to 3 drinks per person for the first hour, followed by about 1 drink per person per hour. For a 4-hour programme with 100 guests, plan roughly 500 to 600 drinks, adjusted for meal service and the mix of water, coffee and other beverages.
When should I test the Investor Day presentation equipment?: Test the laptop, projector, screen and cables at least 2 hours before guests arrive. Collect the final presentations no later than 1 business day before the event so there is time to check formatting and compatibility.

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