What you need for a panel discussion

A panel discussion needs more than chairs and microphones. Plan drinks and tableware for the full audience, plus the equipment that keeps questions, presentations and sound running smoothly. This shopping list covers the practical items to buy, borrow or collect before the event. Check quantities against your registration list, then add a small buffer for late arrivals and replacement supplies.

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What to bring

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

Furniture

Chairsqty 70
Tablesqty 8
Panel table
Stoolsqty 5
Coat rackqty 2

Tableware

Water glassesqty 80
Coffee cupsqty 70
Platesqty 70
Coffee spoonsqty 70
Platesqty 80

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Pouring jugsqty 4
Serving traysqty 4

Equipment

Speakersqty 2
Mixer
Wireless microphonesqty 5
Microphone standsqty 5
Projector
Projection screen
Laptop
HDMI cablesqty 2
Extension cordsqty 4
Power stripsqty 4

Decorations

Backdrop cloth
Name card holdersqty 5
Flower arrangementsqty 4
Tableclothqty 8
Directional signsqty 6

Lighting

LED lampsqty 4
Mood lightingqty 2

Cleaning

Waste binsqty 4
Dustpan and brushqty 2
Mop headsqty 2
Bucketsqty 2

Catering

Coolersqty 4
Serving bowlsqty 10
Small bowlsqty 12
Pliersqty 6
Drink dispensersqty 2
Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 packs
- Sweetener - 1 box
- Milk - 6 liters
- Oat milk - 3 liters
- Still mineral water - 8 bottles
- Sparkling mineral water - 6 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Tonic - 2 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Beer - 48 bottles
- Non-alcoholic beer - 24 bottles
- White wine - 6 bottles
- Red wine - 4 bottles
- Sparkling wine - 2 bottles
- Ice cubes - 8 bags
- Mini quiches - 120 pieces
- Vegetable spring rolls - 100 pieces
- Cheese cubes - 2 kilogram
- Grapes - 3 kilograms
- Cherry tomatoes - 2 kilograms
- Cucumbers - 4 pieces
- Carrots - 2 kilogram
- Hummus - 6 tubs
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Salted crackers - 4 packs
- Olives - 4 jars
- Mixed nuts - 2 kilograms
- Gluten-free crackers - 2 packs
- Vegan vegetable spread - 3 tubs
- Lemons - 8 pieces
- Mint - 4 Bunches
- Mayonnaise - 1 bottle
- Mustard - 1 bottle
- Ketchup - 1 bottle
- Napkins - 300 pieces
- Paper towels - 6 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Disinfectant wipes - 2 packs
- Sponges - 6 pieces
- Nitrile gloves - 2 boxes

Tips

Plan two drinks per person for the first hour, then one additional drink per person for each following hour. Include water at the panel table as well as coffee or tea for the audience.
Set aside one water glass per panelist and moderator, plus two spare glasses. Put water jugs on the panel table before the room opens so nobody has to leave during the discussion.
Bring one wireless microphone for each active speaker, with at least one spare microphone for audience questions. Test the mixer, speakers and microphone stands together at least 60 minutes before the start.
Pack the presentation essentials in one labeled case: laptop, HDMI cables, power strips and extension cords. Carry a second connection option if the venue's projector or laptop setup is uncertain.
Prepare one name badge for every panelist, moderator, organiser and registered guest who needs identification. Pack directional signs and place them at the entrance and every turn at least 30 minutes before doors open.

Frequently asked questions

How much water and coffee do I need for a panel discussion?: Allow two drinks per person during the first hour and one more per person for every additional hour. For coffee, plan roughly one cup per guest, with extra cups, spoons and a small reserve of coffee and water.
How many microphones are needed for a panel discussion?: Use one microphone for each panelist and the moderator, plus one microphone for audience questions. Add one spare if possible, and test every microphone with the mixer and speakers at least 60 minutes before the event.
How many name badges should I prepare?: Prepare one badge for every person whose role or name should be visible, including panelists, the moderator, organisers and guests. Print the final registration list and prepare the badges at least one day before the discussion.
When should I buy or collect the panel equipment?: Confirm the equipment list at least 7 days before the event and collect or receive it no later than the day before. Complete the final cable, projector and sound check 60 minutes before attendees arrive.

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