What you need for a municipality information evening

Use this shopping list to prepare a municipality information evening for registered visitors, speakers and staff. It covers the practical items for welcoming people, serving refreshments and running a presentation with questions. Check quantities against your expected attendance, then confirm what the venue already provides before buying or borrowing anything. Arrange technical equipment and printed materials early, because missing cables, microphones or route signs are easy to overlook until setup starts.

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What to bring

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

Furniture

Chairsqty 120
Tablesqty 12
Registration tablesqty 2
Coat racksqty 2
Speaker table

Equipment

Laptop
Projector
Projection screen
Wireless microphonesqty 2
Speakersqty 2
Microphone stand
Presentation clicker
HDMI cablesqty 2
Extension cordsqty 3
Power stripsqty 6
Charging cablesqty 4

Tableware

Coffee cupsqty 120
Glassesqty 120
Platesqty 120
Cutlery setsqty 120
Serving traysqty 12
Serving spoonsqty 8

Kitchen

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

Decorations

Tableclothsqty 12
Name card holdersqty 120
Route signsqty 8
Arrow stickersqty 20
Information boardsqty 6

Lighting

Standing lampsqty 4

Cleaning

Vacuum cleaner
Broomqty 2
Mopqty 2
Bucketsqty 2
Waste binsqty 8

Catering

Groceries
- Coffee - 6 packs
- Black tea - 4 boxes
- Herbal tea - 2 boxes
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Milk - 12 liters
- Oat milk - 4 liters
- Still mineral water - 12 bottles
- Sparkling mineral water - 8 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Lemons - 12 pieces
- Butter - 1 kilo
- Baguettes - 12 pieces
- Wholemeal bread - 6 loaves
- Young cheese - 2 kilos
- Aged cheese - 2 kilo
- Cream cheese - 1 kilo
- Hummus - 1 kilo
- Chicken breast slices - 1.5 kilos
- Cucumbers - 8 pieces
- Tomatoes - 3 kilos
- Bell peppers - 2 kilos
- Mixed salad - 2 kilos
- Grapes - 3 kilos
- Apples - 50 pieces
- Bananas - 30 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snacks - 4 bags
- Whole grain crackers - 6 packs
- Cookies - 8 packs
- Brownies - 6 trays
- Gluten-free crackers - 2 packs
- Vegan spreads - 2 packs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Napkins - 500 pieces
- Coffee filters - 2 packs
- Teaspoons - 150 pieces
- Stirrers - 300 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 4 packs

Tips

For refreshments, plan around 2–3 drinks per person during the first hour, then add water and hot drinks for the rest of the meeting. Buy cups, glasses and serving items for the full expected attendance, plus about 10% extra.
Set aside one complete presentation setup: laptop, projector, screen, microphones, speakers, clicker, HDMI cables, extension cords and power strips. Test every connection at least 24 hours before the evening and save the presentation offline.
Prepare the registration point with a table, updated visitor list, name badges and name card holders. Print roughly 10% more badges and information packs than the number of confirmed registrations to cover late arrivals and corrections.
Count seating from the registration list rather than the room’s maximum capacity. Provide a clear route from the entrance to registration, seating and refreshments, using printed route signs where visitors could hesitate.
Keep question cards, printed information materials and presentation notes together in labelled folders or trays. Pack them at least one day before the event so the setup team is not searching for documents while guests arrive.

Frequently asked questions

What should I buy for a municipality information evening?: Plan for refreshments, cups, glasses, plates, cutlery and serving equipment, plus registration supplies, printed information, name badges and presentation equipment. For the technical setup, allow at least one laptop, projector, screen, microphone setup and the required cables and power extensions.
How many drinks do I need per person for an information evening?: Allow 2–3 drinks per person for the first hour, including water and hot drinks, then add roughly 1 drink per person for each additional hour. Buy about 10% extra if attendance is uncertain or visitors may stay after the formal programme.
How early should I prepare the equipment for the meeting?: Check the laptop, projector, screen, microphones, speakers and cables at least 24 hours beforehand. Put the complete setup aside on the day before the event and test it again during room setup.
How many name badges and printed materials should I prepare?: Prepare one badge and information pack for every registered visitor, plus around 10% extra. Keep blank badges and spare printed copies at the registration table for late registrations or name changes.

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