What you need for a mayor's inauguration

A mayor’s inauguration needs more than chairs and a lectern. Guests move through registration, the ceremony, refreshments and possibly a press area, so the shopping list must cover each stage. Plan tableware by guest count, keep spare batteries and charging options for the microphones and cameras, and prepare clear signs before guests arrive. The final quantities should be checked against registrations and dietary requirements at least 48 hours before the event.

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What to bring

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

Furniture

Chairsqty 120
Tablesqty 12
Speaker table
Registration desk
Buffet tablesqty 4
High tablesqty 8
Coat racksqty 3
Coat racksqty 3
Waste binsqty 8

Equipment

Active speakersqty 2
Wireless microphonesqty 3
Microphone standsqty 3
Mixer
Laptop
Presentation screen
Extension cordsqty 6
Power stripsqty 6
Rechargeable batteriesqty 12
Battery chargersqty 3
Walkie-talkiesqty 6
Camera
Mobile phone chargersqty 4

Tableware

Water glassesqty 140
Wine glassesqty 140
Coffee cupsqty 120
Platesqty 120
Pastry platesqty 140
Dinner platesqty 140
Dessert platesqty 140
Knivesqty 140
Forksqty 140
Spoonsqty 140
Coffee spoonsqty 120
Serving utensilsqty 20

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Hot traysqty 6
Coolersqty 6
Serving traysqty 12
Cutting boardsqty 4
Chef's knivesqty 4
Measuring cupsqty 3
Pliersqty 8
Serving plattersqty 16
Carafesqty 12

Decorations

Dutch flagsqty 4
Municipal flagsqty 4
Flag standsqty 4
Flower arrangementsqty 8
Tablecloth setsqty 12
Chair coversqty 20
Balloonsqty 100
Balloon ribbonqty 2
Balloon weightsqty 12
Welcome sign
Program standsqty 4
Table numbersqty 12

Lighting

LED light stringsqty 8
LED spotlightsqty 4
Lanternsqty 8

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Broom setsqty 3
Cleaning glovesqty 8

Catering

Groceries
- Coffee beans - 5 packs
- Tea bags - 200 pieces
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 3 packs
- Sweeteners - 2 boxes
- Milk - 12 liters
- Oat milk - 6 liters
- Lemon - 12 pieces
- Still mineral water - 12 bottles
- Sparkling mineral water - 12 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Apple juice - 6 packs
- Grape juice - 4 cartons
- Beer - 10 crates
- Alcohol-free beer - 4 crates
- White wine - 12 bottles
- Red wine - 8 bottles
- Alcohol-free wine - 6 bottles
- Prosecco - 12 bottles
- Ice cubes - 20 bags
- Cocktail picks - 500 pieces
- Baguettes - 20 pieces
- Mini sandwiches - 240 pieces
- Mini wraps - 180 pieces
- Mini quiches - 180 pieces
- Vegetarian mini quiches - 80 pieces
- Puff pastry bites - 240 pieces
- Vegetarian puff pastry snacks - 100 pieces
- Mild cheese - 3 kilograms
- Brie - 2 kilograms
- Goat cheese - 1 kilogram
- Cream cheese - 2 kilograms
- Hummus - 2 kilograms
- Chicken breast slices - 2 kilograms
- Smoked beef brisket - 1 kilogram
- Cucumber - 12 pieces
- Cherry tomatoes - 5 kilo
- Bell peppers - 3 kilograms
- Carrots - 3 kilogram
- Celery - 2 kilograms
- Grapes - 8 kilograms
- Apples - 100 pieces
- Pears - 60 pieces
- Bananas - 40 pieces
- Strawberries - 5 kilograms
- Mixed nuts - 3 kilogram
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Snacks - 8 bags
- Olives - 3 kilograms
- Pickles - 2 kilograms
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pesto - 4 jars
- Balsamic vinegar - 2 bottles
- Olive oil - 2 bottles
- Salt - 2 packs
- Pepper - 2 jars
- Paprika powder - 2 jars
- Garlic powder - 2 jars
- Herb butter - 2 kilograms
- Unsalted butter - 2 kilograms
- Egg-free mayonnaise - 2 jars
- Gluten-free crackers - 8 packs
- Gluten-free bread - 8 loaves
- Vegan wraps - 60 pieces
- Vegan sandwich spread - 2 kilograms
- Gluten-free snacks - 80 pieces
- Vegan snacks - 80 pieces
- Mini pastries - 240 pieces
- Vegan mini pastries - 60 pieces
- Gluten-free mini pastries - 40 pieces
- Cookies - 10 packs
- Chocolate - 4 kilograms
- Napkins - 1000 pieces
- Paper towels - 12 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Dishwasher tablets - 60 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant spray - 4 bottles
- Cleaning wipes - 20 pieces
- Hand soap - 8 bottles
- Hand sanitizer - 8 bottles

Tips

Plan tableware for the confirmed guest list plus 10% spare items. For 100 guests, that means about 110 water glasses, coffee cups and plates, with extra pastry and dessert plates if refreshments are served in separate courses.
Provide two to three drinks per guest for the first hour, then adjust for the ceremony length and catering plan. Chill the drinks the day before and keep a separate supply of still water for speakers and officials.
Pack a technical backup kit: spare rechargeable batteries, fully charged battery packs, chargers, extension cords and power strips. Test the wireless microphones, mixer, laptop and presentation screen at least 2 hours before doors open.
Set up the registration desk with printed name badges, the final guest list, pens and visible signage. Print at least 10% more badges and copies of the run sheet than the confirmed number of attendees.
Do not leave waste bins, coat racks and accessibility checks until setup starts. Place bins beside the buffet and drinks areas, and confirm the furniture layout at least 1 day before the inauguration.

Frequently asked questions

What should I buy for a mayor's inauguration?: Plan furniture, tableware, drinks, registration materials, signage and technical supplies. For 100 guests, start with 110 place settings and drinking glasses, then adjust for the catering format and confirmed registrations.
How many drinks do I need for a mayor's inauguration?: Allow two to three drinks per guest for the first hour, including water and non-alcoholic options. For 100 guests, prepare roughly 200 to 300 drinks, then add more if the reception lasts longer than 2 hours.
How much spare equipment should I prepare for the ceremony?: Bring at least one complete backup set of rechargeable batteries and chargers for each wireless microphone, plus spare extension cords and power strips. Test all equipment 2 hours before guests arrive.
When should I finish shopping for the inauguration?: Finish the main shopping at least 48 hours before the event so quantities can be checked against registrations and dietary requirements. Chill drinks the day before and keep a small emergency supply available on the day.

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