What You Need for an Online Roundtable

An online roundtable needs more than a meeting link. You will need a reliable setup for the moderator and panelists, plus drinks and snacks that can be prepared without interrupting the discussion. Plan seating, lighting, microphones, adapters and power before the event, then set out refreshments for the people working on camera. This shopping list helps you check the practical items that are easiest to overlook.

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What to bring

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

Furniture

Work tablesqty 3
Office chairsqty 6

Equipment

Laptopsqty 4
External webcamsqty 4
USB microphonesqty 4
Headphonesqty 6
External monitorqty 2
USB hubsqty 4
HDMI adaptersqty 4
Extension cordsqty 4
Power stripsqty 4
Laptop standsqty 4
Timerqty 2
Spare batteriesqty 12
USB flash drivesqty 2

Lighting

Ring lightsqty 3
Desk lampsqty 2

Decorations

Neutral backdropsqty 3

Tableware

Coffee cupsqty 8
Water glassesqty 8
Platesqty 8
Cutlery setsqty 8

Kitchen

Coffee maker
Kettle
Cool box
Serving traysqty 3
Small bowlsqty 6
Scissorsqty 2
Corkscrew

Catering

Groceries
- Coffee - 2 packs
- Tea bags - 1 box
- Herbal tea - 1 box
- Sugar - 1 pack
- Milk - 4 liters
- Oat milk - 2 liter
- Spa Blauw - 3 crates
- Sparkling water - 2 bottles
- Cola - 2 bottles
- Cola Zero - 2 bottles
- Orange juice - 2 cartons
- Apple juice - 2 cartons
- Paprika chips - 2 bags
- Plain chips - 2 bags
- Snack mix - 2 bags
- Mini pretzels - 2 bags
- Rice cakes - 2 packs
- Hummus - 3 tubs
- Cucumber - 4 pieces
- Carrots - 2 bags
- Grapes - 2 kilos
- Apples - 12 pieces
- Bananas - 12 pieces
- Mini sandwiches - 40 pieces
- Cheese slices - 500 gram
- Vegetarian spreads - 3 tubs
- Gluten-free crackers - 2 packs
- Napkins - 2 packs
- Paper towels - 2 rolls
- Trash bags - 1 roll
- Dish soap - 1 bottle
- Cleaning spray - 1 bottle
- Sponges - 1 pack
- Toilet paper - 1 pack
- Hand soap - 2 bottles

Tips

Give each on-camera speaker a separate laptop setup with a webcam, USB microphone and headphones. If several devices share one room, test them together at least 30 minutes before participants join to prevent audio feedback.
Keep one USB hub, HDMI adapter, extension cord and power strip available for every two workstations. Laptop charging cables are often too short once tables, lights and cameras are arranged.
Set up one neutral backdrop and a light source for each camera-facing workstation. A ring light or desk lamp should be tested from the seated position, because overhead lighting can leave faces in shadow.
For a two-hour roundtable, plan roughly 2–3 drinks per person for the first hour and 1–2 more for the second. Chill bottled drinks in the cool box at least 2 hours beforehand and place water within reach of every speaker.
Serve snacks in small bowls and use trays so people can eat quietly between questions. Put out cups, glasses, plates and cutlery before the technical check; searching for these during the broadcast creates unnecessary noise and delays.

Frequently asked questions

What equipment do I need for an online roundtable?: For each active speaker, plan one laptop, external webcam, USB microphone and pair of headphones. Add one laptop stand, USB hub and HDMI adapter for each workstation that needs a second screen or extra connections.
How many drinks should I buy for an online roundtable?: Allow 2–3 drinks per person for the first hour and 1–2 additional drinks for each following hour. Include water for everyone, then add coffee or tea if the session runs longer than 60 minutes.
When should I prepare snacks and drinks for an online roundtable?: Buy shelf-stable groceries 1–2 days ahead and chill drinks at least 2 hours before the start. Set out bowls, cups and trays 30 minutes before the technical test so the setup is complete before panelists join.
How many spare cables and batteries do I need?: Keep at least one spare extension cord, power strip, USB hub and HDMI adapter for the full setup. Have two sets of spare batteries available for any equipment that uses them, and test every connection at least 30 minutes before going live.

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