What you need for a networking evening

A networking evening needs more than drinks and a few high tables. Guests should be able to register quickly, find their way around, keep a drink in hand and move easily between conversations. Use this shopping list to prepare the welcome desk, buffet, bar, seating and presentation setup. Check quantities against your guest count, then add a small buffer for breakages, spills and last-minute registrations.

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What to bring

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

Furniture

Tablesqty 8
High tablesqty 6
Chairsqty 35
Stoolsqty 12
Coat racksqty 2

Tableware

Water glassesqty 70
Wine glassesqty 60
Coffee cupsqty 60
Platesqty 70
Cutlery setsqty 70
Small bowlsqty 12
Serving spoonsqty 10

Equipment

Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Bar stoolsqty 4
Wireless microphonesqty 2
Speakersqty 2
Extension cordsqty 4
Power stripsqty 4
Charging stationsqty 2

Decorations

Name badge holdersqty 60
Tableclothsqty 14
Flower arrangementsqty 6
Welcome sign
Directional signsqty 6
Name badgesqty 60

Lighting

String lightsqty 4
Table lampsqty 6

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving tongsqty 8
Bottle openersqty 3
Ice bucketsqty 3

Cleaning

Waste binsqty 4
Washing-up tubsqty 2
Cleaning bucketsqty 2

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 1 box
- Herbal tea - 1 box
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 3 liters
- Spa Blue - 48 bottles
- Spa Rood - 24 small bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Tonic - 4 bottles
- Ginger beer - 3 bottles
- Non-alcoholic beer - 24 bottles
- Pilsener - 48 bottles
- Dry white wine - 8 bottles
- Rosé wine - 4 bottles
- Red wine - 4 bottles
- Sparkling wine - 4 bottles
- Lemons - 12 pieces
- Limes - 12 pieces
- Ice cubes - 12 bags
- Baguettes - 8 pieces
- Whole grain bread - 4 loaves
- Tortilla wraps - 40 pieces
- Hummus - 2 kilos
- Cream cheese - 1 kilo
- Herb butter - 1 kilo
- Young cheese - 2 kilos
- Brie - 1.5 kilos
- Goat cheese - 1 kilo
- Ham - 1,5 kilo
- Smoked chicken breast - 1,5 kilo
- Smoked salmon - 1 kilo
- Cucumbers - 8 pieces
- Cherry tomatoes - 2 kilos
- Bell peppers - 10 pieces
- Carrots - 2 kilo
- Grapes - 3 kilos
- Apples - 40 pieces
- Bananas - 20 pieces
- Strawberries - 2 kilos
- Olives - 2 kilos
- Pickles - 2 jars
- Plain chips - 6 bags
- Paprika chips - 6 bags
- Tortilla chips - 6 bags
- Salted nuts - 2 kilos
- Crackers - 8 packs
- Grissini - 6 packs
- Mayonnaise - 2 jars
- Mustard - 2 jars
- Ketchup - 2 bottles
- Balsamic vinegar - 1 bottle
- Olive oil - 1 bottle
- Salt - 1 pack
- Black pepper - 1 jar
- Cookies - 6 packs
- Brownies - 50 pieces
- Napkins - 300 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Sponges - 6 pieces
- Microfiber cloths - 10 pieces
- Garbage bags - 50 pieces

Tips

Plan for at least one name badge and holder per guest, plus 10% extra for walk-ins, reprints and damaged badges. Keep a printed registration list at the welcome desk so the reception team can check people in without relying on one device.
For the first hour, allow two to three drinks per person, then about one drink per person per hour. Include water as well as welcome drinks, and chill drinks in coolers before guests arrive rather than trying to cool everything at the last minute.
Provide roughly one wine glass, water glass, plate and cutlery set per guest, plus 10% extra. Small bowls and serving spoons are easy to overlook when snacks are bought separately from the tableware.
Count power requirements before shopping: include extension cords and power strips for the coffee machines, kettles, speakers, lighting and charging stations. Leave at least one spare outlet for registration equipment and test the setup before doors open.
Buy or prepare snacks that can be served without a knife and fork, then allow one small portion per guest for each planned snack round. Remember tablecloths, cutting boards and serving equipment; these are often noticed only when the buffet is being set up.

Frequently asked questions

How many drinks do I need for a networking evening?: For the first hour, plan two to three drinks per person, including non-alcoholic options. After that, allow about one drink per person per hour, and keep water available throughout the evening.
How many name badges should I buy for a networking event?: Prepare one badge and holder per registered guest, plus at least 10% extra. For 80 guests, that means 88 badges and holders to cover walk-ins, spelling corrections and replacements.
How much tableware do I need for a networking evening?: Start with one glass, plate and cutlery set per guest, then add 10% extra for breakages and used items. For 80 guests, prepare about 88 of each item where practical.
When should I buy and chill drinks for a networking evening?: Buy non-perishable drinks and supplies at least two to three days ahead. Chill bottled and canned drinks at least four hours before guests arrive, and check the coolers again during setup.

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