What you need for a network weekend

A network weekend needs more than coffee and name badges. You will need enough tableware for meals and breaks, a reliable coffee station, chilled drinks, presentation equipment and supplies for registration. Use the quantities on your participant list to calculate food, cups and seating, then add a small reserve for late arrivals and second servings. Check power, serving and cleanup items before shopping; these are often the first things organizers discover are missing.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Registration desk
Standing tablesqty 6
Coat racksqty 2

Tableware

Glassesqty 70
Coffee cupsqty 60
Platesqty 70
Cutlery setsqty 70
Serving bowlsqty 10

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Speakersqty 2
Microphoneqty 2
Projector
Extension cordsqty 4
Power stripsqty 6

Kitchen

Cutting boardsqty 4
Chef's knifeqty 3
Serving spoonsqty 8
Foilqty 2

Decorations

Name badgesqty 60
Tableclothsqty 8
Flip chartsqty 4
Markersqty 20

Lighting

String lightsqty 4
LED lampsqty 6

Cleaning

Waste binsqty 6
Cleaning clothsqty 12

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 packs
- Milk - 8 liters
- Oat milk - 4 liters
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Non-alcoholic beer - 24 bottles
- Beer - 48 bottles
- White wine - 6 bottles
- Red wine - 4 bottles
- Sparkling wine - 3 bottles
- Baguettes - 8 pieces
- Wholemeal bread - 6 loaves
- Mini wraps - 80 pieces
- Hummus - 2 kilograms
- Cream cheese - 1 kilogram
- Young cheese - 2 kilograms
- Goat cheese - 1 kilogram
- Ham - 1 kilogram
- Smoked chicken - 1 kilogram
- Arugula - 500 grams
- Cucumbers - 8 pieces
- Cherry tomatoes - 2 kilograms
- Bell peppers - 10 pieces
- Carrots - 2 kilogram
- Grapes - 3 kilograms
- Apples - 60 pieces
- Bananas - 40 pieces
- Mixed nuts - 2 kilograms
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Olives - 4 jars
- Sun-dried tomatoes - 3 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olive oil - 1 bottle
- Balsamic vinegar - 1 bottle
- Salt - 1 pack
- Pepper - 1 jar
- Spice mix - 2 jars
- Yogurt - 5 kilograms
- Muesli - 3 kilogram
- Croissants - 60 pieces
- Jam - 3 jars
- Honey - 2 jars
- Butter - 1 kilogram
- Eggs - 60 pieces
- Lettuce - 6 heads
- Pasta - 5 kilogram
- Pesto sauce - 4 jars
- Pasta sauce - 5 jars
- Parmesan cheese - 1 kilogram
- Cookies - 6 packs
- Brownies - 60
- Trash bags - 3 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Hand soap - 4 bottles

Tips

Plan two to three drinks per person for the first hour, then about one drink per person per additional hour. Chill drinks before bringing them to the venue and use coolers if there is no refrigerator.
For each planned meal, count one plate, one cutlery set and one glass per participant, then add 10% extra. Serving bowls and serving spoons should be counted separately from personal tableware.
Set up one coffee cup per participant at the coffee station and keep a reserve of at least 10%. If several sessions start early, prepare two coffee machines or kettles so people are not waiting in one queue.
Match presentation supplies to the program: prepare one name badge per registered participant, at least one flip chart for each active workshop space and enough markers for every working group.
Test the projector, speakers and microphone at least 60 minutes before the first session. Bring extension cords and power strips, and place waste bins and cleaning cloths where food and drinks are served.

Frequently asked questions

How many cups and glasses do I need for a network weekend?: Count one coffee cup and one glass per participant for each service point, then add 10% extra. For 50 participants, that means at least 55 coffee cups and 55 glasses available at the busiest moment.
How much coffee should I buy for a network weekend?: Allow two to three cups per person during a typical morning session. For 50 participants, prepare roughly 100 to 150 cups, plus coffee, milk and sugar according to your serving method.
When should I buy and chill the drinks?: Do the main shopping one to two days before the weekend. Chill non-perishable drinks at least 12 hours before serving, or use coolers with ice on the day if venue refrigeration is limited.
How many name badges and presentation supplies do I need?: Prepare one name badge for every registered participant and keep 10% extra for replacements or late registrations. Have at least one flip chart and a set of markers for each workshop or discussion area.

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