What to buy and bring for a parents' evening

A parents' evening needs more than coffee and a sign-in table. Plan refreshments, serving equipment, room signs, name badges and the cables needed for presentations before the day itself. Use the confirmed attendance list to estimate drinks, snacks and dietary alternatives, then separate special-diet items so they are easy to identify. This checklist also covers the practical equipment that is often forgotten until teachers are ready to present.

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What to bring

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

Furniture

Tablesqty 12
Chairsqty 80
Buffet tablesqty 3
Coat racksqty 4
Waste binsqty 8

Tableware

Coffee cupsqty 80
Water glassesqty 100
Platesqty 100
Pastry forksqty 100
Coffee spoonsqty 80
Serving traysqty 8
Serving jugsqty 6
Thermos flasksqty 8
Cutlery traysqty 4

Kitchen

Cutting boardsqty 3
Chef's Scissorsqty 3
Kitchen knivesqty 4
Serving tongsqty 6
Serving spoonsqty 4
Measuring cupsqty 2

Equipment

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 4
Projectorsqty 4
Projection screensqty 4
Laptopsqty 4
HDMI cablesqty 6
Extension cordsqty 8
Power stripsqty 8
Wireless microphonesqty 2
Presentation clickersqty 4

Decorations

Balloonsqty 100
Buntingqty 12
Tableclothsqty 12
Flower arrangementsqty 8
Name badge holdersqty 80
Directional signsqty 12
Sticky tackqty 4

Lighting

LED table lampsqty 8
String lightsqty 4

Cleaning

Cleaning cartsqty 2
Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 4
Microfiber clothsqty 20

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 2 kilos
- Sweetener - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Still water - 8 bottles
- Sparkling water - 6 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Multifruit juice - 4 packs
- Lemons - 8 pieces
- Cookies - 8 packs
- Butter cake - 6 pieces
- Apple pie - 4 pieces
- Whipped cream - 6 cans
- Paprika chips - 5 bags
- Plain chips - 5 bags
- Tortilla chips - 4 bags
- Cocktail nuts - 4 bags
- Salty sticks - 4 bags
- Cucumbers - 8 pieces
- Cherry tomatoes - 8 trays
- Carrots - 4 bags
- Grapes - 6 packs
- Apples - 40 pieces
- Bananas - 30 pieces
- Hummus - 6 tubs
- Cream cheese - 6 tubs
- Herb cream cheese - 4 tubs
- Baguettes - 8 pieces
- Bake-off rolls - 40 pieces
- Butter - 4 packs
- Jam - 4 jars
- Peanut butter - 3 jars
- Honey - 2 jars
- Cheese slices - 3 kilos
- Ham - 2 kilos
- Chicken breast slices - 2 kilos
- Vegetarian spread - 8 tubs
- Gluten-free crackers - 4 packs
- Gluten-free cookies - 4 packs
- Vegan cookies - 4 packs
- Nut-free cereal bars - 40 pieces
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olives - 4 jars
- Pickles - 3 jars
- Napkins - 250 pieces
- Coffee filters - 2 packs
- Tea filters - 1 box
- Stir sticks - 250 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 8 rolls
- Trash bags - 40 pieces
- Dishwasher tablets - 1 pack
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Disinfectant wipes - 4 packs
- Hand soap - 6 dispensers
- Toilet paper - 24 rolls
- Paper towels - 8 packs
- Freezer bags - 1 box
- Labels - 2 sheets
- Plastic storage containers - 20 pieces

Tips

Plan around two to three drinks per person for the first hour, then add water for the rest of the evening. Keep coffee, tea and chilled drinks in separate serving areas so queues move quickly.
For snacks, allow two to three portions per registered parent and add a small buffer for staff and late arrivals. Set aside clearly labelled dietary products before putting the main snacks on the buffet.
Prepare one name badge for every expected attendee, plus 5–10 spare badges for corrections and walk-ins. Print the programme and room signs at least one day ahead so last-minute changes can be made.
Test each presentation laptop, projector, screen, HDMI cable, microphone and power connection together before guests arrive. Bring at least one spare HDMI cable and use power strips and extension cords where seating layouts require them.
Set up the coffee and tea station with cups, water glasses, plates, pastry forks, coffee spoons, serving jugs and thermos flasks before the first arrival. Put waste bins near the buffet and check that tables, chairs and coat racks are ready in every allocated room.

Frequently asked questions

How much coffee and tea do I need for a parents' evening?: Allow roughly two hot drinks per person for a two-hour evening, with extra water available throughout. For 50 parents, that means planning for about 100 hot drinks and enough cups, spoons and serving capacity to avoid refilling delays.
How many snacks should I buy for a parents' evening?: Buy two to three snack portions per registered parent, then add around 10% for teachers, supervisors and unexpected arrivals. For 50 parents, plan for approximately 110 to 165 portions.
When should I prepare the parents' evening shopping list?: Finalise quantities after registrations close, ideally 3–5 days before the event. Check dietary requirements at the same time, and complete the shopping at least one day before the evening.
What equipment is needed for presentations at a parents' evening?: Prepare a laptop, projector, projection screen, HDMI cable, extension cord, power strip and wireless microphone for each presentation setup. Test the complete connection at least 24 hours beforehand, not just the individual devices.

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