What you need for a networking day

Use this networking day shopping list to prepare the items attendees and speakers will need on site. Plan for registration supplies, name badges, signage, drinks, catering equipment and presentation technology. The exact quantities depend on your registration count, but ordering against confirmed attendees prevents both shortages and unnecessary extras. Check dietary requirements before placing the catering order, and test every cable, laptop and microphone before the day starts.

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What to bring

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

Furniture

Cocktail tablesqty 8
Dining tablesqty 8
Chairsqty 70
Registration desk
Buffet tablesqty 4
Coat racksqty 2
Stoolsqty 12

Tableware

Dinner platesqty 80
Dessert platesqty 80
Coffee cupsqty 80
Water glassesqty 100
Wine glassesqty 80
Coffee spoonsqty 80
Dinner cutlery setsqty 80
Serving spoonsqty 12
Serving plattersqty 16
Serving tongsqty 8

Equipment

Projector
Projection screen
Laptopsqty 2
HDMI cablesqty 3
Extension cordsqty 6
Power stripsqty 6
Wireless microphone
Speakersqty 2
Flip chartsqty 6
Flipchart padsqty 8
Office pinsqty 10
Pensqty 80
Markersqty 24
Timersqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Drink dispensersqty 4
Coolersqty 4
Ice containersqty 3
Cutting boardsqty 4
Chef's knivesqty 4
Serving plattersqty 16
Aluminum traysqty 12
Food tongsqty 8
Storage binsqty 12

Decorations

Tableclothsqty 12
Table runnersqty 8
Name badgesqty 80
Name badge holdersqty 80
Welcome sign
Table numbersqty 16
Wayfinding signsqty 8
Balloonsqty 80
Balloon ribbonqty 2
Flower arrangementsqty 8

Lighting

String lightsqty 6
Table lampsqty 8

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 6

Catering

Groceries
- Coffee beans - 3 kilograms
- Tea bags - 120 pieces
- Black tea - 40 bags
- Green tea - 30 bags
- Herbal tea - 30 bags
- Rooibos tea - 20 bags
- Sugar sticks - 150 pieces
- Sweeteners - 100 pieces
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Tonic - 4 bottles
- Ginger beer - 4 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Alcohol-free beer - 48 bottles
- Pilsner beer - 96 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé wine - 6 bottles
- Prosecco - 6 bottles
- Ice cubes - 15 kilograms
- Baguettes - 12 pieces
- Whole wheat loaves - 6 pieces
- Mini croissants - 80 pieces
- Butter - 1 kilogram
- Cream cheese - 1 kilogram
- Hummus - 1.5 kilograms
- Young cheese - 2 kilograms
- Brie - 1 kilogram
- Smoked chicken breast - 1 kilogram
- Vegetarian spread - 1 kilogram
- Cucumbers - 8 pieces
- Tomatoes - 2 kilograms
- Bell peppers - 12 pieces
- Carrots - 2 kilogram
- Grapes - 3 kilograms
- Apples - 60 pieces
- Pears - 40 pieces
- Bananas - 40 pieces
- Melons - 4 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 6 bags
- Salted Nuts - 2 kilograms
- Olives - 1,5 kilogram
- Rice crackers - 6 packs
- Savory snack nuts - 2 kilograms
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Pesto dressing - 2 bottles
- Pasta salad - 8 kilograms
- Green salad - 6 kilograms
- Baguettes for dinner - 12 pieces
- Herb butter - 1.5 kilograms
- Vegetarian quiche - 6 pieces
- Chicken skewers - 120 pieces
- Vegetable skewers - 80 pieces
- Pasta - 6 kilograms
- Tomato sauce - 8 jars
- Parmesan cheese - 1 kilogram
- Basil - 8 bunches
- Olive oil - 2 bottles
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Dessert pastry - 80 portions
- Fresh fruit for dessert - 4 kilograms
- Whipped cream - 2 liters
- Cookies - 8 packs
- Napkins - 300 pieces
- Cocktail picks - 200 pieces
- Skewers - 200 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 8 rolls
- Trash bags - 40 pieces
- Dishwasher tablets - 30 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Disinfecting wipes - 3 packs
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Paper towels - 8 packs

Tips

Prepare one name badge, lanyard or holder and printed program per registered attendee, plus at least 10 blank badges for late registrations or spelling corrections. Keep pens at the registration desk so guests can complete missing details.
For drinks, allow 2–3 servings per person during the first hour, then 1–2 servings per person for each additional hour. Chill water and other drinks before arrival, and buy enough water glasses for one full service round plus 10% extra.
Match tableware to the catering format: provide one dinner plate, dessert plate, cutlery set and water glass per attendee, with at least 10% spare. Add coffee cups and spoons for every planned coffee service rather than relying on a single shared supply.
Pack presentation equipment in one labelled case: projector, screen, laptop, HDMI cables, extension cords and power strips. Bring a tested spare HDMI cable and place power strips where speakers and moderators can reach them without cables crossing walkways.
Buy or print clear table numbers, entrance signs and directional signs before setup day. Keep office pins, markers and flipchart pads together with the registration materials; these small items are often missed when the main equipment is loaded first.

Frequently asked questions

What should I buy for a networking day?: Start with name badges, printed programs, pens, signage, drinks, tableware and catering serving equipment. You will also need a projector, screen, laptop, HDMI cables, extension cords, power strips, a wireless microphone and speakers if presentations or announcements are scheduled.
How many drinks do I need for a networking event?: Allow 2–3 drinks per person for the first hour and 1–2 per person for every additional hour. Add roughly 10% extra for late arrivals, warm weather or attendees who do not drink coffee or alcohol.
How much tableware do I need for a networking day?: Plan one place setting per registered attendee and keep at least 10% spare. For 100 attendees, that means 110 dinner plates, dessert plates, cutlery sets and water glasses, adjusted for the actual menu and service style.
When should I buy supplies for a networking day?: Place the catering order and reserve furniture and equipment as soon as the venue and attendee estimate are confirmed, preferably 2–4 weeks ahead. Buy printed badges, signage and consumables after registration closes, then pack and test equipment at least one day before the event.

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