What you need for an investor matchmaking event

An investor matchmaking event needs more than a room and a presentation screen. You need clearly numbered conversation tables, a registration point, working presentation equipment and enough tableware for focused discussion rounds. This shopping list covers the physical items to bring or arrange, from name badges and power supplies to coffee service, buffet equipment and mobile chargers. Use the confirmed attendee count and planned meeting rounds to adjust quantities before ordering.

Organize this event for free with Lizzt

What to bring

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

Furniture

Cocktail tablesqty 8
Conversation tablesqty 12
Chairsqty 90
Buffet tablesqty 4
Registration desk
Stoolsqty 12
Table linenqty 16
Clothing rack

Tableware

Wine glassesqty 100
Water glassesqty 100
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 16
Serving tongsqty 12
Coffee potsqty 4
Water jugsqty 8

Equipment

Projector
Projection screen
Laptop
Wireless microphonesqty 2
Speakersqty 2
Mixer
HDMI cablesqty 2
Extension cordsqty 6
Power stripsqty 6
Presentation clicker
Mobile chargersqty 4
Coolersqty 4
Food warmersqty 4
Coffee machinesqty 2
Kettlesqty 2
Pitch timersqty 2

Office

Name badge holdersqty 90
Badge lanyardsqty 90
Registration listsqty 6
Matching cardsqty 100
Conversation cardsqty 100
Program flyersqty 100
Pensqty 40
Clipboardsqty 6
Tapeqty 4
Scissorsqty 4
Markersqty 12
Notepadsqty 30

Decorations

Welcome sign
Table signsqty 12
Directional signsqty 8
Flower arrangementsqty 8
Table numbersqty 12

Lighting

Standing lampsqty 6
Mood lightingqty 4

Cleaning

Vacuum cleaner
Mopsqty 2
Bucketsqty 2

Catering

Groceries
- Coffee beans - 2 kilos
- Tea bags - 150 pieces
- Decaf coffee - 500 grams
- Sugar - 2 kilos
- Sweeteners - 200 pieces
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lemon tea - 40 bags
- Mint tea - 40 bags
- Ginger tea - 40 bags
- Lemons - 2 kilos
- Still mineral water - 12 bottles
- Sparkling mineral water - 12 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Tonic - 4 bottles
- Ginger beer - 4 bottles
- Apple juice - 4 liter
- Orange juice - 4 liters
- Beer - 6 crates
- Alcohol-free beer - 2 crates
- White wine - 12 bottles
- Red wine - 6 bottles
- Rosé wine - 6 bottles
- Alcohol-free sparkling wine - 6 bottles
- Ice cubes - 20 kilo
- Mini quiches - 120 pieces
- Vegetarian mini quiches - 60 pieces
- Vegan mini quiches - 40 pieces
- Chicken mini wraps - 100 pieces
- Vegetable mini wraps - 100 pieces
- Vegan mini wraps - 60 pieces
- Cheese sandwiches - 40 pieces
- Chicken sandwiches - 40 pieces
- Hummus sandwiches - 40 pieces
- Gluten-free sandwiches - 20 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Mixed nuts - 3 kilo
- Unsalted nuts - 2 kilos
- Olives - 3 kg
- Grapes - 5 kilos
- Apples - 50 pieces
- Bananas - 40 pieces
- Strawberries - 4 kilos
- Cherry tomatoes - 3 kilos
- Cucumbers - 12 pieces
- Carrots - 3 kilos
- Hummus - 3 kilos
- Tzatziki - 2 kilo
- Salsa - 2 kilos
- Baguettes - 20 pieces
- Crackers - 12 packs
- Butter - 1 kilo
- Herb cheese - 2 kilos
- Vegan spreadable cheese - 1 kilo
- Sliced young cheese - 2 kilo
- Cold cuts - 2 kilos
- Chicken breast slices - 2 kilos
- Mayonnaise - 2 liter
- Ketchup - 2 liters
- Mustard - 1 liter
- Balsamic vinegar - 1 bottle
- Olive oil - 2 liters
- Salt - 500 grams
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Fresh basil - 6 bunches
- Allergen cards - 100 pieces
- Napkins - 400 pieces
- Paper coffee cups - 200 pieces
- Wooden stirrers - 250 pieces
- Cocktail sticks - 300 pieces
- Paper plates - 150
- Trash bags - 3 rolls
- Compostable gloves - 2 boxes
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Hand soap - 4 bottles
- Hand sanitizer - 4 bottles

Tips

Plan one numbered conversation table for each simultaneous meeting, plus chairs for both participants. Add a small number of stools or cocktail tables if guests will wait between rounds.
Allow at least one name badge for every attendee, speaker and organiser, with a few blank spares for late registrations or damaged badges. Keep registration supplies at the desk, not in the main meeting area.
Test the projector, screen, laptop, HDMI cables, clicker and microphones together at least 2 hours before doors open. Bring extension cords and power strips so presentation and charging points do not compete for the same outlet.
For a half-day programme, provide water at every conversation area and coffee service at the registration or buffet area. Count glasses and cups per guest, then add roughly 10% extra for replacements and simultaneous use.
Keep food warmers, serving platters, tongs, plates and cutlery together at the buffet tables. Confirm dietary requirements before the catering order is final, ideally no later than 3 days before the event.

Frequently asked questions

How many conversation tables do I need for investor matchmaking?: You need one table for each meeting that takes place at the same time. For example, 12 simultaneous investor-startup meetings require 12 numbered conversation tables, with enough chairs for both sides.
What presentation equipment is needed for an investor matchmaking event?: Prepare a projector, projection screen, laptop, HDMI cables and a presentation clicker. For spoken pitches, also provide wireless microphones, speakers and a mixer, then test the complete setup at least 2 hours before the event.
How many name badges should I order?: Prepare one badge per registered investor, startup participant, speaker and organiser, plus at least 5% spare badges. If 80 people are expected, prepare at least 84 badges and keep blank replacements at the registration desk.
When should catering supplies and dietary information be finalised?: Collect dietary requirements before confirming the catering order, preferably at least 3 days in advance. Finalise plates, cutlery, glasses, serving platters, tongs, coffee pots, water jugs and food warmers with the caterer before delivery day.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.