What to buy for a panel discussion

A panel discussion needs more than chairs and microphones. Plan the items that keep registration moving, make the panel table look organised and prevent last-minute technical problems. For drinks, tableware and catering, base quantities on your guest count and add a small buffer. Check cables, power and presentation equipment several days before the event, because replacements are harder to find on the day.

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What to bring

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

Furniture

Chairsqty 70
Tablesqty 10
Panel table
Tableclothsqty 8
Stoolsqty 5

Equipment

Sound system
Wireless microphonesqty 4
Microphone standsqty 3
Laptop
Projector
Projection screen
HDMI cablesqty 2
Extension cordsqty 4
Power stripsqty 4
Presentation clicker
Flip chart
Markersqty 6

Tableware

Water glassesqty 80
Coffee cupsqty 70
Platesqty 80
Cutlery setsqty 80
Coffee potsqty 4
Teapotsqty 3
Serving plattersqty 10
Serving utensilsqty 10

Catering

Coolersqty 3
Thermos flasksqty 6
Drink dispensersqty 2
Napkinsqty 200
Cake standsqty 4
Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Milk - 6 liters
- Oat milk - 3 liters
- Sugar - 1 kilo
- Mints - 1 box
- Honey - 1 jar
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Tonic - 2 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Non-alcoholic beer - 24 bottles
- Beer - 48 bottles
- White wine - 6 bottles
- Red wine - 4 bottles
- Prosecco - 4 bottles
- Lemons - 10 pieces
- Ice cubes - 10 kilos
- Mini cheese sandwiches - 40 pieces
- Ham mini sandwiches - 40 pieces
- Hummus mini sandwiches - 30 pieces
- Chicken mini sandwiches - 30 pieces
- Mini quiches - 60 pieces
- Vegetable sticks - 4 kilos
- Hummus - 2 kilos
- Olives - 2 kilos
- Cheese cubes - 2 kilos
- Grapes - 3 kilos
- Apples - 30 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Mixed nuts - 2 kilos
- Cookies - 5 packs
- Brownies - 60
- Ketchup - 1 bottle
- Mayonnaise - 1 jar
- Aluminum foil - 1 roll
- Cling film - 1 roll
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Disinfecting wipes - 3 packs

Decorations

Name badgesqty 75
Name card holdersqty 75
Program leafletsqty 75
Signage boardsqty 8
Table numbersqty 10
Pensqty 30

Lighting

Standing lampsqty 4

Cleaning

Waste binsqty 6
Broom and dustpanqty 2
Mopsqty 2
Cleaning glovesqty 6
Cleaning bucketsqty 2

Kitchen

Cutting boardsqty 3
Bread knivesqty 3
Kitchen tongsqty 4
Serving knivesqty 4

Tips

Plan one chair per attendee, plus seats for the moderator and each panelist. Set aside a few spare chairs if the venue allows, since registrations and late arrivals rarely match the final headcount exactly.
For a 60-minute discussion, allow at least one wireless microphone for the moderator and one for the panel, with a spare microphone or tested backup plan. Bring the correct HDMI cables, extension cords and power strips rather than relying on the venue to supply them.
Allow two to three drinks per person for the first hour, then one drink per person for each additional hour. Chill bottled drinks in coolers and use drink dispensers or thermos flasks so guests are not waiting at the registration desk.
Match tableware to the catering count: one plate, cutlery set and napkin per guest, plus roughly 10% extra. Provide separate coffee cups and water glasses, and place serving utensils with each platter instead of leaving them in the kitchen.
Prepare name badges, the printed registration list, markers and the presentation clicker before opening the venue. Test the laptop, projector, screen and microphones at least 60 minutes before guests arrive, not during registration.

Frequently asked questions

What do I need for a panel discussion?: Plan seating, a panel table, microphones, a sound system, presentation equipment, registration supplies, drinks and tableware. For each guest, allow one chair, one plate, one cutlery set and one napkin, with about 10% extra tableware.
How many microphones do I need for a panel discussion?: Use one microphone for the moderator and one for each panelist who may speak at the same time. For a moderator and four panelists, prepare five working microphones and test a spare or backup option before the event.
How much food and drink should I buy for a panel discussion?: For drinks, plan two to three per person in the first hour and one per person for every additional hour. Buy catering for the confirmed guest count plus around 10% extra, especially when attendance is free or walk-in.
When should I test the equipment for a panel discussion?: Complete the sound, microphone, laptop, projector and HDMI checks at least 60 minutes before guests arrive. Confirm the cable connections and power supply several days earlier so missing equipment can still be replaced.

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