What you need for a mentor evening

A mentor evening needs more than food and drinks. You also need practical supplies for registration, room changes, discussion groups and the presentation. Plan tableware, coffee equipment, name badges, printed forms and clear direction signs before the day itself. Use the guest count and number of discussion rooms to calculate quantities, then check cables, power and spare serving items before shopping.

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What to bring

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

Furniture

Tablesqty 12
Chairsqty 70
Reception desk
Clothing rack

Tableware

Coffee cupsqty 70
Glassesqty 70
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 12
Pitchersqty 8

Equipment

Laptopsqty 2
Projectorsqty 2
Projection screensqty 2
HDMI cablesqty 3
Extension cordsqty 4
Power stripsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 3
Kitchen knivesqty 3

Decorations

Tableclothsqty 12
Name card holdersqty 70
Information boardsqty 8
Arrow signsqty 12

Lighting

Standing lampsqty 4

Cleaning

Waste binsqty 8
Dustpan and brushqty 2
Bucketsqty 3
Mopsqty 3
Cleaning glovesqty 6

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 packs
- Sweetener - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Lemon juice - 2 bottles
- Still mineral water - 12 bottles
- Sparkling mineral water - 8 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Tonic - 2 bottles
- Lemons - 8 pieces
- Cucumber - 6 pieces
- Cherry tomatoes - 2 kilograms
- Carrots - 2 kilogram
- Bell peppers - 12
- Grapes - 3 kilograms
- Apples - 60 pieces
- Bananas - 30 pieces
- Melon - 4 pieces
- Mini rolls - 100 pieces
- Whole grain bread - 8 loaves
- Wraps - 40 pieces
- Cream cheese - 2 kilograms
- Young cheese - 2 kilograms
- Hummus - 1.5 kilograms
- Chicken breast slices - 1,5 kilogram
- Egg salad - 1 kilogram
- Tuna salad - 1 kilogram
- Vegetable spread - 1 kilogram
- Herb butter - 1 kilogram
- Mayonnaise - 1 bottle
- Mustard - 1 bottle
- Ketchup - 1 bottle
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Snack mix - 3 bags
- Cheese crackers - 3 packs
- Cookies - 6 packs
- Mini muffins - 80 pieces
- Gluten-free crackers - 2 packs
- Vegan spread - 1 kilogram
- Vegan wraps - 20 pieces
- Nut-free cereal bars - 40 pieces
- Napkins - 200 pieces
- Paper cups - 100 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Parchment paper - 1 roll
- Garbage bags - 30 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Sponges - 10 pieces
- Tea towels - 12 pieces
- Coffee filters - 2 packs
- Stir sticks - 200 pieces
- Skewers - 100 pieces
- Tableware labels - 2 packs

Tips

Plan two to three drinks per person for the first hour, then one drink per person for each additional hour. Add extra coffee, tea and water for mentors who stay after the formal programme.
Buy or prepare one name badge and one discussion form for every registered guest, plus at least 10% extra. Keep spare badges and blank forms at the reception desk for last-minute changes.
Count tableware by expected guests, not by tables: provide one plate, glass and cutlery set per person, with an additional 10% for replacements and catering staff.
Allow one coffee cup per expected coffee drinker and prepare at least two thermos flasks or pitchers per serving point. Set up the coffee station before guests arrive so registration does not become a queue.
Check presentation equipment at least 24 hours beforehand. Bring one HDMI cable, extension cord and power strip for every presentation setup, and keep route signs ready for each turn guests must make.

Frequently asked questions

How many drinks do I need for a mentor evening?: Plan two to three drinks per person during the first hour, followed by one drink per person for every additional hour. Include water, coffee and tea in the total and add about 10% extra for unexpected guests.
How many name badges and discussion forms should I print?: Print one of each for every registered attendee, mentor and organiser who will take part. Add at least 10% spare copies, so a group of 50 people needs 55 badges and 55 forms.
How much tableware is needed for a mentor evening?: Start with one plate, glass and cutlery set per guest, then add 10% spare. For 50 guests, prepare at least 55 plates, 55 glasses and 55 cutlery sets.
When should I check the projector and HDMI cables?: Test the projector, laptop, screen, HDMI cable and power connections at least 24 hours before the evening. Repeat a quick check 60 minutes before guests arrive, when the room layout is final.

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