What you need for an Investor Day

An Investor Day needs more than coffee and presentation slides. You need a reliable setup for registration, seating, catering, speakers and presentations, with enough backup equipment to avoid delays. Use the guest list and confirmed dietary requirements to calculate quantities, then check every cable, adapter and power source before the event. Buy or collect consumables several days ahead, and keep presentation backups and spare supplies at the reception desk.

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What to bring

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

Furniture

Rectangular tablesqty 10
Chairsqty 70
Reception desk
Buffet tablesqty 4
Stoolsqty 12
Speaker podium
Clothes racksqty 2

Equipment

Projector
Projection screen
Laptopqty 2
HDMI cablesqty 3
HDMI adaptersqty 3
Wireless microphonesqty 2
Microphone stand
Presentation clickerqty 2
Power stripsqty 6
Extension cordsqty 6
Power banksqty 4
USB sticksqty 4

Tableware

Water glassesqty 80
Wine glassesqty 80
Coffee cupsqty 80
Dinner platesqty 80
Dessert platesqty 80
Knivesqty 80
Forksqty 80
Spoonsqty 80
Coffee spoonsqty 80
Serving spoonsqty 12
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Thermos flasksqty 6
Ice cube traysqty 4
Cutting boardsqty 3
Bread knivesqty 2
Kitchen knivesqty 3
Serving plattersqty 8

Decorations

Tablecloth setsqty 10
Name badge holdersqty 70
Name badgesqty 80
Program bookletsqty 80
Company flagsqty 4
Plantsqty 8
LED candlesqty 24
Pensqty 80
Notepadsqty 80
Directional signsqty 8
Presentation bannersqty 2

Lighting

LED light stringsqty 6
Standing lampsqty 4

Cleaning

Waste binsqty 8
Hand broomsqty 2
Dustpan and brushqty 2
Mopsqty 3
Bucketsqty 3
Microfiber clothsqty 20
Toilet brushesqty 3

Catering

Groceries
- Coffee beans - 3 kilo
- Decaf coffee - 500 grams
- Black tea - 80 bags
- Green tea - 40 bags
- Herbal tea - 40 bags
- Sugar - 2 kilos
- Sweetener - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Lemons - 2 kilos
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Tonic - 4 bottles
- Ginger beer - 4 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Non-alcoholic beer - 24 bottles
- Pilsner - 72 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 6 bottles
- Prosecco - 8 bottles
- Ice cubes - 15 kilos
- Mineral water for speakers - 12 bottles
- Salted crackers - 6 packs
- Olives - 2 kilos
- Mixed nuts - 2 kilos
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Tortilla chips - 4 bags
- Hummus - 2 kilos
- Guacamole - 1 kilo
- Salsa sauce - 1 kilo
- Cucumbers - 2 kilos
- Carrots - 2 kilo
- Bell peppers - 2 kilos
- Cherry tomatoes - 2 kilos
- Grapes - 3 kilos
- Apples - 70 pieces
- Mini wraps - 100 pieces
- Whole grain bread - 8 loaves
- White bread - 6 loaves
- Multigrain bread - 6 loaves
- Butter - 1 kilo
- Cream cheese - 1 kilo
- Hummus spread - 1 kilo
- Young cheese - 2 kilos
- Brie - 1 kilo
- Smoked salmon - 1 kilo
- Turkey breast - 1 kilo
- Arugula - 500 grams
- Lettuce - 4 heads
- Tomatoes - 2 kilos
- Red onion - 1 kilo
- Cucumber for salad - 2 kilo
- Feta - 1 kilo
- Chickpeas - 2 kilo
- Pasta - 5 kilos
- Pesto - 1 kilo
- Olive oil - 2 liters
- Balsamic vinegar - 1 bottle
- Salt - 500 grams
- Black pepper - 250 grams
- Italian herbs - 2 jars
- Garlic - 6 bulbs
- Lemon juice - 1 liter
- Mayonnaise - 1 liter
- Ketchup - 1 liter
- Mustard - 500 milliliter
- Vegetarian burgers - 30 pieces
- Chicken breast - 5 kilos
- Salmon fillet - 4 kilos
- Potatoes - 8 kilos
- Seasonal vegetables - 8 kilos
- Dessert pastries - 80 pieces
- Fresh fruit for dessert - 5 kilos
- Whipped cream - 2 liters
- Mini chocolates - 100 pieces
- Napkins - 300 pieces
- Paper straws - 100 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 8 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- Dishwasher tablets - 50 pieces
- All-purpose cleaner - 2 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Hand soap - 4 bottles
- Hand sanitizer - 4 bottles
- Toilet paper - 36 rolls

Tips

Plan tableware for the final guest count plus 10% extra. For 80 guests, that means 88 water glasses, coffee cups, plates and sets of cutlery so a late registration or replacement does not disrupt service.
Prepare two copies of every presentation on separate USB sticks, and keep the files on the presentation laptop as well. Test the projector, screen, HDMI cables, adapters and clicker together at the venue at least one day before Investor Day.
Provide at least one wireless microphone for the speaker and one backup option, such as a second microphone or a microphone stand. Check batteries before setup and keep spare batteries with the technical supplies.
Give each registered guest a printed name badge and prepare 5–10 blank badges for walk-ins or corrections. Print the final guest list and dietary requirements after registrations close, ideally 24 hours before the event.
Do not leave shopping until the morning of the event. Collect coffee supplies, water, serving platters, serving spoons, USB sticks, power banks and extension cords at least 48 hours beforehand, then check them against the venue setup.

Frequently asked questions

How many name badges should I print for Investor Day?: Print one badge for every confirmed guest, speaker and organiser, then add 5–10 blank badges. Finalise and print the list about 24 hours before the event so cancellations and late registrations are included.
How much tableware do I need for Investor Day?: Use the final guest count and add 10% extra to each tableware item. For 50 guests, prepare at least 55 water glasses, coffee cups, plates and cutlery sets, with serving items sized for the catering format.
How many USB sticks are needed for an Investor Day?: Prepare at least two USB sticks with the final presentations, plus a copy stored on the presentation laptop. Check the files and open every presentation at least one day before the event.
When should I buy supplies for Investor Day?: Buy or collect non-perishable supplies at least 48 hours before the event. Confirm catering quantities and dietary requirements 24 hours before, and complete the technical equipment check no later than the day before.

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