What to buy for a matchmaking event

A matchmaking event needs more than drinks and chairs. You will need clear table materials for each round, name badges, match cards, question cards, privacy signs and reliable timing equipment. Plan catering around the number of registered guests, then add enough glasses, plates and cutlery for service and replenishment. Buy or collect fresh groceries close to the event, and chill drinks before guests arrive.

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What to bring

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

Furniture

High tablesqty 8
Seating tablesqty 10
Chairsqty 70
Registration desk
Buffet tablesqty 3
Waste binsqty 6

Tableware

Water glassesqty 80
Wine glassesqty 80
Coffee cupsqty 70
Platesqty 100
Cutlery setsqty 80
Serving plattersqty 12

Decorations

Name badgesqty 80
Table signsqty 18
Match cardsqty 100
Question cardsqty 120
Privacy signsqty 12
Balloonsqty 40
Table runnersqty 18
Pensqty 100
Wristbandsqty 80

Equipment

Wireless microphonesqty 2
Speakersqty 2
Music player
Extension cordsqty 4
Power stripsqty 4
Timersqty 3
Coolersqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Drink dispensersqty 3
Ice cube traysqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving utensilsqty 12

Cleaning

Trash bag holdersqty 6
Bucketsqty 3
Mopsqty 3
Spongesqty 6

Lighting

LED string lightsqty 6
Table lampsqty 8

Catering

Serving traysqty 10
Label holdersqty 20
Ice packsqty 12
Thermos flasksqty 4
Groceries
- Coffee - 2 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
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Bitter lemon - 4 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Non-alcoholic beer - 24 bottles
- White beer - 24 bottles
- Rosé wine - 6 bottles
- White wine - 6 bottles
- Red wine - 4 bottles
- Prosecco - 4 bottles
- Lemons - 12 pieces
- Limes - 12 pieces
- Cucumbers - 8 pieces
- Cherry tomatoes - 2 kilos
- Carrots - 2 kilo
- Bell peppers - 12 pieces
- Grapes - 3 kilos
- Apples - 40 pieces
- Bananas - 30 pieces
- Baguettes - 12 pieces
- Whole grain bread - 8 loaves
- Wraps - 8 packs
- Cream cheese - 2 kilo
- Hummus - 2 kilos
- Young cheese - 2 kilos
- Brie - 1 kilo
- Savory chicken breast - 1.5 kilo
- Smoked salmon - 1 kilo
- Olives - 1 kilo
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Mixed nuts - 2 kilos
- Rice crackers - 5 packs
- Mayonnaise - 2 bottles
- Mustard - 2 jars
- Pesto - 4 jars
- Olive oil - 2 bottles
- Balsamic vinegar - 1 bottle
- Salt - 1 pack
- Pepper - 1 grinder
- Spice mix - 2 jars
- Napkins - 300 pieces
- Paper straws - 100 pieces
- Cocktail picks - 200 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Dish soap - 2 bottles
- Dishwasher tablets - 1 box
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces

Tips

Prepare one name badge, pen and wristband for every guest, plus at least 10% extra for last-minute registrations or damaged items. Keep spare badges at the registration table.
Print one match card and one question-card set for each scheduled conversation round, then prepare 10% extra copies. Table signs and privacy signs should be printed before setup day.
For the first hour, plan two to three drinks per person, including water. Add extra water glasses because guests may move between seating tables, high tables and discussion rounds.
Count plates, cutlery sets, coffee cups and wine glasses against your maximum simultaneous guests, not only the number of registered people. Keep one full spare set for breakage and late catering replenishment.
Test wireless microphones, speakers, the music player, extension cords, power strips and timers before guests arrive. Bring at least two spare timers so every discussion round can end on schedule.

Frequently asked questions

How many drinks should I buy for a matchmaking event?: Plan two to three drinks per person for the first hour, including water, then about one to two drinks per person for each additional hour. Increase the water supply if the event includes several discussion rounds or warm rooms.
How many match cards and question cards do I need?: Prepare one match card and one question-card set for every scheduled conversation round per active table or match. Print at least 10% extra and finish printing no later than the day before the event.
How much tableware do I need for a matchmaking event?: Have one plate, cutlery set and drinking glass per guest at the busiest service moment, plus a 10% reserve. For coffee service, provide one coffee cup per expected coffee drinker and keep extra cups available for refills.
When should I buy fresh groceries and chill the drinks?: Buy fresh groceries on the event day or within 24 hours beforehand, depending on the ingredients. Put drinks in coolers at least two to three hours before doors open so they are cold when registration starts.

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