What you need for a recruitment networking evening

A recruitment networking evening needs more than coffee and name badges. Guests should be able to find the venue, store their coats, hear speakers clearly and move easily between employer tables. Plan catering around the registration numbers, then add a small buffer for late arrivals and dietary requirements. Use this shopping list to check the equipment, tableware, furniture and kitchen items needed before the final setup and catering checks.

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What to bring

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

Furniture

Tablesqty 12
Chairsqty 90
High tablesqty 8
Bar stoolsqty 16
Coat racksqty 2
Clothes hangersqty 100

Equipment

Laptopqty 2
Projector
Projection screen
Wireless microphonesqty 2
Speakersqty 2
Microphone standsqty 2
Extension cordsqty 6
Power stripsqty 8
HDMI cablesqty 3
Presentation clickerqty 2
Wi-Fi router

Tableware

Glassesqty 120
Coffee cupsqty 100
Platesqty 100
Dessert platesqty 100
Cutlery setsqty 100
Serving plattersqty 16
Serving traysqty 8
Coffee potsqty 4
Water jugsqty 8

Kitchen

Coolersqty 4
Ice cube traysqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Bread knivesqty 3
Serving tongsqty 8
Soup ladlesqty 4
Food warmersqty 4
Thermos flasksqty 6

Decorations

Tableclothsqty 12
Banner standsqty 8
Welcome sign
Route arrowsqty 12
Flower arrangementsqty 8
Clipboardsqty 10
Information boardsqty 8
Name badge holdersqty 100

Lighting

LED light stringsqty 6
LED table lampsqty 8

Cleaning

Waste binsqty 8
Waste sorting binsqty 4
Broom and dustpanqty 2
Mopsqty 2
Bucketsqty 2

Catering

Groceries
- Spa Blauw - 120 bottles
- Spa Red - 48 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Apple juice - 8 liters
- Orange juice - 8 liters
- Coffee beans - 3 kilograms
- Black tea - 4 boxes
- Herbal tea - 3 boxes
- Milk - 10 liter
- Oat milk - 6 liters
- Sugar - 2 kilograms
- Sweeteners - 2 boxes
- Lemons - 12 pieces
- Beer - 96 bottles
- Alcohol-free beer - 48 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé wine - 6 bottles
- Grape juice - 6 bottles
- Ice cubes - 20 kilograms
- Baguettes - 20 pieces
- Whole grain bread - 8 loaves
- White rolls - 80 pieces
- Whole wheat rolls - 40 pieces
- Wraps - 60 pieces
- Butter - 1 kilogram
- Cream cheese - 2 kilograms
- Mild cheese - 3 kilograms
- Brie - 2 kilograms
- Goat cheese - 1 kilogram
- Cooked ham - 2 kilograms
- Smoked chicken breast - 2 kilograms
- Smoked salmon - 1 kilogram
- Hummus - 2 kilograms
- Falafel - 2 kilograms
- Herb cheese - 1 kilogram
- Herb butter - 1 kilogram
- Arugula - 1 kilogram
- Mixed salad - 2 kilogram
- Cucumbers - 12 pieces
- Tomatoes - 3 kilograms
- Bell peppers - 12 pieces
- Red onions - 1 kilogram
- Avocados - 12 pieces
- Olives - 2 kilograms
- Sun-dried tomatoes - 1 kilogram
- Pesto - 1 kilogram
- Mayonnaise - 2 bottles
- Mustard - 2 bottles
- Ketchup - 2 bottles
- Chili sauce - 2 bottles
- Balsamic vinegar - 2 bottles
- Olive oil - 2 liters
- Salt - 500 grams
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Italian herbs - 250 grams
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Salty crackers - 8 packs
- Mixed nuts - 3 kilograms
- Raisins - 1 kilogram
- Grapes - 5 kilograms
- Apples - 40 pieces
- Bananas - 30 pieces
- Strawberries - 3 kilograms
- Brownies - 80 pieces
- Mini muffins - 80 pieces
- Dark chocolate - 2 kilograms
- Napkins - 300 pieces
- Coffee filters - 2 packs
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Disposable gloves - 2 boxes
- Trash bags - 40 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Sponges - 2 packs
- Microfiber cloths - 12 pieces
- Hand soap - 4 bottles

Tips

Plan drinks for the format of the evening: allow two to three drinks per person during the first hour, then one drink per person for each additional hour. Include coffee, water and options that match the dietary requirements collected on the registration form.
Prepare one name badge and one printed program for every registered guest, plus at least 10% extra. Print the attendance list separately so the registration desk can check arrivals without handing out the full list.
For presentations, test the laptop, projector, screen, wireless microphones, speakers and HDMI cables at least one day before the event. Keep extension cords, power strips and a presentation clicker together so the setup team is not searching for missing connections.
Match furniture to the networking format rather than seating everyone at tables. High tables and bar stools support short conversations, while coat racks and one clothes hanger per expected coat prevent the entrance from becoming cluttered.
Buy or confirm serving items before the catering order arrives: allow one glass per guest per drink service, one coffee cup per coffee drinker, and enough plates, cutlery and serving trays for the complete menu. Keep coolers and ice ready before guests arrive, not during the first break.

Frequently asked questions

What should I buy for a recruitment networking evening?: Start with drinks, coffee, water, catering supplies, name badges and printed programs. You will also need furniture such as high tables, bar stools and coat racks, plus presentation equipment including a laptop, projector, screen, microphones, speakers and the correct cables.
How many drinks do I need for a networking event?: For the first hour, plan two to three drinks per person. Add one drink per person for every additional hour, then increase the total if the event runs during a meal period or if guests are travelling from work.
How many name badges and programs should I print?: Print one name badge and one program for each registered guest, plus at least 10% extra. For 80 registrations, prepare 88 of each so late confirmations, damaged badges and walk-ins do not create a shortage.
When should I check the equipment for the networking evening?: Test the laptop, projector, screen, microphones, speakers, HDMI cables and Wi-Fi at least one day before the event. Do a second sound and presentation check 60 to 90 minutes before doors open.

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