What You Need for a Panel Discussion

A panel discussion needs more than chairs and a table for the speakers. You also need a reliable microphone setup, presentation connections, a registration point, name badges, water service and a coffee station if guests are staying longer than an hour. Use the guest count to size your cups, glasses, plates and printed materials. Check cables, power and room equipment at least one day before the event, because replacements are harder to find at the last minute.

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What to bring

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

Furniture

Chairsqty 90
Panel table
Side tablesqty 4
Registration desk
Buffet tablesqty 3
Stoolsqty 5

Tableware

Coffee cupsqty 90
Water glassesqty 100
Platesqty 100
Cutlery setsqty 100
Serving spoonsqty 8

Equipment

Wireless microphonesqty 3
Microphone standsqty 3
Speakersqty 2
Audio mixer
Laptop
Projector
Projection screen
HDMI cablesqty 2
Extension cordsqty 4
Power stripsqty 5
Presentation clicker
Coolersqty 3

Decorations

Name badgesqty 10
Tableclothsqty 6
Directional signsqty 6
Program boardsqty 3

Lighting

Standing lampsqty 4
Light cablesqty 2

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Cutting boardsqty 3
Bread knivesqty 3

Cleaning

Waste binsqty 6
Cleaning bucketsqty 2
Floor squeegeesqty 2

Catering

Groceries
- Coffee - 3 packs
- Black tea - 2 boxes
- Herbal tea - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 3 liters
- Sugar - 1 kilo
- Sweetener - 1 box
- Spa Blauw - 8 bottles
- Sparkling water - 6 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Orange juice - 6 cartons
- Apple juice - 4 packs
- Lemons - 12 pieces
- Cookies - 8 packs
- Paprika chips - 5 bags
- Plain chips - 5 bags
- Snack mix - 4 bags
- Apples - 50 pieces
- Bananas - 40 pieces
- Grapes - 5 kilos
- Mini carrots - 3 kilos
- Cucumbers - 8 pieces
- Cherry tomatoes - 3 kilos
- Hummus - 2 kilos
- Yogurt dressing - 2 bottles
- Baguettes - 12 pieces
- Wholemeal bread - 6 loaves
- Wraps - 100 pieces
- Hummus wrap filling - 4 kilo
- Chicken breast slices - 2 kilos
- Young matured cheese - 2 kilos
- Herb cream cheese - 1 kilo
- Lettuce - 2 kilos
- Bell peppers - 20 pieces
- Mayonnaise - 1 bottle
- Mustard - 1 bottle
- Ketchup - 1 bottle
- Olive oil - 1 bottle
- Pepper - 1 jar
- Salt - 1 pack
- Paprika powder - 1 jar
- Ginger cookies - 2 packs
- Vegan cookies - 3 packs
- Gluten-free crackers - 3 packs
- Napkins - 200 pieces
- Paper towels - 6 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Dishwasher tablets - 1 pack
- Trash bags - 2 rolls
- Toilet paper - 24 rolls

Tips

Plan one chair per attendee, plus one seat for each panelist and the moderator. Add two or three spare chairs so late arrivals do not interrupt the discussion.
Allow one wireless microphone for the moderator and each panelist, plus one spare if the discussion involves audience questions. Test the speakers, mixer and microphone stands before guests arrive.
Bring the correct HDMI cable, a presentation clicker and at least one extension cord and power strip for the laptop and projector. Confirm the laptop connects to the screen before the panel starts.
For a coffee station, count one cup per expected serving and keep extra cups available for refills. Add enough water glasses for every guest, panelist and moderator rather than relying on shared glasses.
Prepare one name badge per registered guest, panelist and organizer, then print a registration list with a few blank lines for walk-ins. Directional signs and a visible program board prevent repeated questions at the registration desk.

Frequently asked questions

What equipment do I need for a panel discussion?: For a basic panel, plan for wireless microphones, speakers, an audio mixer, a laptop, projector, projection screen, HDMI cables, a presentation clicker and power extensions. Allow one microphone per speaker plus one spare, and test the full setup at least 24 hours beforehand.
How many chairs do I need for a panel discussion?: Provide one chair for every registered attendee, plus seating for all panelists and the moderator. Add 2 to 3 spare chairs for late registrations or guests who arrive without a reservation.
How many coffee cups and water glasses should I buy for a panel?: Start with one coffee cup and one water glass per attendee, panelist and organizer for a short session. For an event longer than 90 minutes, add 25% extra cups and glasses to cover refills and breakage.
When should I buy supplies for a panel discussion?: Buy disposable tableware, badges and signage at least 3 to 5 days before the event. Confirm furniture and technical equipment at least 1 week ahead, then check cables, batteries and connections again on the day before.

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