What to Buy for a Networking Event

A networking event needs more than drinks and chairs. Plan for guest check-in, coats, name badges, buffet service, coffee and reliable power for microphones, lighting and charging stations. For drinks, allow two to three servings per person during the first hour, then one serving per hour after that. Check whether the venue supplies tables, glasses, coffee equipment and extension leads before you shop, because replacements are often difficult to arrange on the event day.

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What to bring

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

Furniture

Cocktail tablesqty 8
Buffet tablesqty 4
Chairsqty 60
Registration desk
Coat rackqty 2
Coat hangersqty 70

Tableware

Water glassesqty 70
Wine glassesqty 70
Coffee cupsqty 60
Platesqty 80
Dessert platesqty 70
Cutlery setsqty 80
Coffee spoonsqty 60
Serving bowlsqty 12
Serving spoonsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 4
Kitchen knivesqty 4
Pliersqty 8
Small bowlsqty 16
Serving plattersqty 10

Equipment

Bluetooth speakerqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Charging stationsqty 2
Laptop
Presentation adapter
Power banksqty 4

Lighting

String lightsqty 4
LED lampsqty 8

Decorations

Table runnersqty 12
Flower arrangementsqty 8
Welcome sign
Pensqty 20
Name badge holdersqty 60
Flip chart
Flip chart sheetsqty 20
Markersqty 8
Printer paperqty 2
Name badgesqty 60
Program flyersqty 70
Pen holdersqty 4
Table numbersqty 8
Cloakroom ticketsqty 80

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Sweetener - 1 box
- Milk - 6 liters
- Oat milk - 3 liters
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Tonic - 2 bottles
- Beer - 72 bottles
- Non-alcoholic beer - 24 bottles
- White wine - 8 bottles
- Red wine - 5 bottles
- Rosé - 4 bottles
- Non-alcoholic wine - 3 bottles
- Apple juice - 4 liter
- Orange juice - 4 liters
- Lemons - 12 pieces
- Ice cubes - 10 kilos
- Mini wraps - 60 pieces
- Hummus - 1.5 kilos
- Cream cheese - 1 kilo
- Smoked salmon - 1 kilo
- Chicken breast - 1 kilo
- Avocado - 12 pieces
- Cucumber - 8 pieces
- Tomatoes - 2 kilos
- Arugula - 500 grams
- Feta - 750 gram
- Olives - 1 kilo
- Grapes - 3 kilos
- Apples - 50 pieces
- Bananas - 30 pieces
- Strawberries - 2 kilos
- Nut mix - 1.5 kilos
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Cheese cubes - 1,5 kilo
- Baguettes - 10 pieces
- Herb butter - 6 tubs
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Mustard - 1 jar
- Napkins - 200 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Sponges - 6 pieces
- Microfiber cloths - 12 pieces
Thermo boxesqty 4
Presentation traysqty 12
Coffee filtersqty 2
Water jugsqty 8
Wine openersqty 4
Bottle openersqty 4
Corkscrewsqty 2
Ice spoonsqty 2
Drink dispensersqty 3

Cleaning

Waste binsqty 6
Trash bins with lidsqty 2
Broomqty 2
Dustpan and brushqty 2
Mop setsqty 2
Bucketsqty 2
Rubber glovesqty 4
Hand soap dispensersqty 4
Paper towel dispensersqty 4

Tips

Set aside enough name badges, pens and printed attendance lists for every registered guest, plus at least 10% extra for walk-ins, spelling corrections and damaged badges.
For a two-hour networking event, plan roughly four to five drinks per person in total, including water, soft drinks and alcoholic options. Chill drinks before guests arrive and keep a separate supply of room-temperature bottles as backup.
Count tableware by service rather than by guest: provide one plate and cutlery set per guest for the main buffet, with extra dessert plates and coffee cups if food and coffee are served in separate rounds.
Check the venue’s power capacity at least one week before the event. Count every microphone, coffee machine, kettle, speaker, light and charging station, then bring enough power strips and extension cords to avoid daisy-chaining equipment.
Prepare the entrance kit separately from the catering supplies: registration desk, attendance list, program, name badges, pens, coat hangers and a clear place for coats. Without this, check-in becomes slow even when the rest of the room is ready.

Frequently asked questions

What drinks do I need for a networking event?: Plan two to three drinks per person for the first hour and one per person for each additional hour. Include water throughout the event, plus coffee, tea, soft drinks and any alcoholic options that fit the program.
How many name badges should I buy for a networking event?: Prepare one badge per registered guest and add at least 10% extra. For 80 registrations, that means 88 badges, allowing for walk-ins, reprints and last-minute changes.
How much tableware is needed for a networking event?: Start with one plate, cutlery set and water glass per guest, then add 10% spare stock. If coffee and dessert are served later, plan separate coffee cups, spoons and dessert plates rather than relying on the first service.
When should I check the networking event shopping list?: Do a first inventory at least one week before the event and shop no later than two or three days beforehand. Confirm deliveries and chill drinks on the day before, leaving time to replace missing or damaged items.

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