What you need for an online matchmaking event

An online matchmaking event needs more than a video link. Each participant needs a reliable setup, while organisers need printed run sheets, participant information and a backup connection. Plan drinks and snacks for the people working on-site, and check chargers, power strips and USB hubs before registration opens. This shopping list helps you gather the practical equipment and supplies before the technical test and event day.

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What to bring

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

Equipment

Laptopsqty 4
Webcamsqty 4
Headsetsqty 4
Smartphonesqty 2
Webcam tripodsqty 4
Ring lightsqty 2
USB hubsqty 4
Power banksqty 2
Backup Wi-Fi router
Chargersqty 8
Power stripsqty 4
Extension cordsqty 3

Office

Printed run sheetsqty 10
Printed participant listsqty 6
Pensqty 20
Notepadsqty 10
Sticky notesqty 4

Catering

Mugsqty 12
Water glassesqty 12
Water carafesqty 2
Serving traysqty 2
Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 1 box
- Herbal tea - 1 box
- Sugar - 1 pack
- Mints - 1 box
- Milk - 4 liters
- Oat milk - 2 liter
- Spa Blauw - 24 bottles
- Sparkling water - 12 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Orange juice - 4 cartons
- Apple juice - 4 packs
- Paprika chips - 3 bags
- Plain chips - 3 bags
- Tortilla chips - 3 bags
- Salsa - 3 jars
- Salted peanuts - 2 bags
- Rice crackers - 2 bags
- Mini pretzels - 2 bags
- Cookies - 4 packs
- Brownies - 24 pieces
- Apples - 15 pieces
- Bananas - 12 pieces
- Grapes - 2 kilos
- Mandarins - 2 kilos
- Mini cucumbers - 2 packages
- Cherry tomatoes - 2 trays
- Hummus - 3 tubs
- Napkins - 100 pieces
- Stirrers - 100 pieces
- Paper plates - 50 pieces
- Garbage bags - 20 pieces
- Paper towels - 4 rolls
- Toilet paper - 12 rolls
- Dish soap - 1 bottle
- All-purpose cleaner - 1 bottle
- Disinfectant wipes - 2 packs

Kitchen

Cutting boardsqty 2
Bread knivesqty 2

Cleaning

Waste binsqty 3

Tips

Prepare one laptop, webcam and headset per active participant or moderator, plus spare chargers. Check every combination in the technical test at least 24 hours before the event.
Keep one backup Wi-Fi router and charged power banks ready. Test the backup connection before the event rather than waiting for the first connection problem.
Use USB hubs and power strips when several devices share a workstation, and add extension cords where sockets are not within reach. Label shared equipment before participants arrive.
Print the participant list and run sheets before the event starts, and keep pens, notepads and sticky notes at each organiser’s workstation. Prepare at least one printed copy per moderator.
For a two-hour session, provide each on-site organiser with water and allow roughly two to three drinks per person for the first hour if drinks are also served to guests. Put snacks out before the waiting area opens.

Frequently asked questions

What equipment does each participant need for online matchmaking?: Plan for one laptop, webcam and headset per participant using video. Add a charger for every device, and keep at least one spare headset and webcam available for technical problems.
How early should I test the technology for an online matchmaking event?: Run the full technical test at least 24 hours before the event, including cameras, headsets, USB hubs and the video platform. Test the backup Wi-Fi router and power banks during the same session.
How many printed participant lists and run sheets do I need?: Print one participant list and one run sheet for each moderator, plus one organiser copy. Have them ready at least 2 hours before the waiting area opens so last-minute profile or schedule changes can be added.
How much food and drink should I buy for an online matchmaking event?: For drinks, allow about two to three servings per person for the first hour, then one to two per person for each additional hour. Buy snacks for the full organiser and moderator team, and set them out before check-in begins.

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