What to buy for a lecture evening

A lecture evening needs more than chairs and a projector. Plan the items guests use at registration, during refreshments and while finding their seats, then check the technical setup before the speaker arrives. For drinks, allow two cups per person during the first hour, plus water for the speaker and audience. This shopping list covers the practical supplies that are easy to overlook, from spare cables and name badges to serving equipment and waste bins.

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What to bring

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

Furniture

Chairsqty 60
Tablesqty 8
Speaker table
Coat racksqty 2

Equipment

Projector
Projection screen
Laptop
HDMI cableqty 2
Extension cordsqty 4
Power stripsqty 3
Presentation clicker
Wireless microphone
Compact speaker

Tableware

Coffee cupsqty 60
Water glassesqty 60
Platesqty 60
Cutlery setsqty 60

Kitchen

Thermos flasksqty 6
Kettlesqty 2
Serving traysqty 4
Scissorsqty 2
Serving tongsqty 4

Decorations

Tableclothsqty 8
Name badgesqty 60
Menusqty 8
Wayfinding signsqty 6
Tapeqty 3
Table décorqty 8

Cleaning

Waste binsqty 4
Broom and dustpanqty 2
Mop setsqty 2

Catering

Groceries
- Coffee - 3 packs
- Tea - 4 boxes
- Sugar - 1 kilo
- Mints - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 3 liters
- Lemon - 6 pieces
- Still water - 8 bottles
- Sparkling water - 8 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Orange juice - 6 cartons
- Apple juice - 4 packs
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Snack mix - 3 bags
- Mini pretzels - 3 bags
- Cheese biscuits - 4 packs
- Whole grain toast - 5 packs
- Cream cheese - 1 kilo
- Hummus - 1 kilo
- Young cheese - 1,5 kilo
- Cucumber - 6 pieces
- Cherry tomatoes - 2 kilos
- Grapes - 2 kilos
- Apples - 60 pieces
- Mini muffins - 60 pieces
- Butter - 500 grams
- Gluten-free crackers - 2 packs
- Vegan spread - 2 tubs
- Napkins - 3 packs
- Paper cups - 100 pieces
- Paper Plates - 100 pieces
- Stirrers - 100 pieces
- Coffee filters - 100 pieces
- Cling film - 1 roll
- Aluminum foil - 1 roll
- Paper towels - 4 rolls
- Trash bags - 2 rolls
- All-purpose cleaner - 2 bottles
- Dish soap - 2 bottles
- Toilet paper - 24 rolls

Tips

Prepare one name badge and one printed program per registered guest, plus at least 10% extra for late registrations and damaged copies. Keep blank badges and a marker at the registration desk.
Allow two coffee or tea servings per person for the first hour. Use one cup per serving, and provide at least one water glass per guest as well as a separate glass or bottle for the speaker.
Check the presentation on the actual laptop and projector at least one day before the lecture. Pack the HDMI cable, an extension cord, a power strip and a presentation clicker together so they are not forgotten.
Set up the coffee station 30 minutes before doors open. Put thermos flasks or kettles, cups, serving trays and tongs in the same area, with plates and cutlery ready for snacks.
Place wayfinding signs at the entrance and every decision point to the hall before guests arrive. Put waste bins near the coffee station and seating area, and keep tape and scissors available for last-minute fixes.

Frequently asked questions

What do I need to buy for a lecture evening?: Plan serving supplies, refreshments, printed programs, name badges, signage and technical backups. For each guest, allow one program, one name badge, two hot drinks for the first hour and one water glass, then add 10% spare printed materials.
How many cups and glasses do I need for a lecture?: Allow two coffee or tea cups per person for the first hour and one water glass per person. For 50 guests, that means at least 100 hot-drink cups and 50 water glasses, plus 10% extra if washing during the event is not possible.
When should I test the projector and presentation?: Test the laptop, presentation, projector, screen, HDMI cable, microphone and speaker at least one day before the lecture. Repeat a short check 60 minutes before doors open, because cables, adapters and sound settings are common last-minute problems.
How many printed programs and name badges should I prepare?: Prepare one of each for every registered guest, plus 10% spare. For 80 registrations, print 88 programs and prepare 88 badges; keep the extras at the registration desk for late additions or replacements.

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