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What you need for a permits evening

A permits evening needs more than coffee and a projector. You will need registration supplies, name badges, presentation materials, serving items and a reliable way to keep drinks hot or chilled. Plan quantities around your confirmed registrations, then add a small buffer for late arrivals and replacements. Check access, power and storage before shopping, because forgotten extension cords, pens or cups are difficult to source once the evening has started.

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What to bring

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

Furniture

  • Tablesqty 8
  • Chairsqty 60
  • Registration desk
  • Coat racksqty 2
  • Waste binsqty 4

Equipment

  • Laptop
  • Projector
  • Projection screen
  • Wireless microphonesqty 2
  • Speakersqty 2
  • Extension cordsqty 4
  • Power stripsqty 4
  • Cable ties

Tableware

  • Reusable cupsqty 80
  • Coffee cupsqty 60
  • Platesqty 60
  • Cutlery setsqty 60
  • Pitchersqty 6
  • Serving boardsqty 6

Kitchen

  • Coffee machinesqty 2
  • Kettlesqty 2
  • Thermos flasksqty 4
  • Coolersqty 3
  • Storage binsqty 8

Office

  • Name badgesqty 60
  • Ballpoint pensqty 30
  • Clipboardsqty 4
  • Notepadsqty 60
  • Presentation foldersqty 60
  • Markersqty 6
  • Tapeqty 4

Signage

  • Directional arrowsqty 8
  • Information boardsqty 4
  • Chalkboardsqty 2

Lighting

  • LED table lampsqty 4

Cleaning

  • Cleaning bucketqty 2
  • Floor mopsqty 2
  • Dustpans and brushesqty 2
  • Microfiber clothsqty 12

Catering

  • 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
    • Spa Blue - 48 bottles
    • Spa Rood - 24 small bottles
    • Cola - 6 bottles
    • Cola Zero - 6 bottles
    • Sinas - 4 bottles
    • Apple juice - 4 packs
    • Orange juice - 4 cartons
    • Lemons - 8 pieces
    • Stirrers - 100 pieces
    • Honey - 1 jar
    • Unsalted butter - 2 packs
    • Baguettes - 8 pieces
    • Mini buns - 80 pieces
    • Young cheese - 2 kilos
    • Aged cheese - 1 kilo
    • Back ham - 1 kilo
    • Chicken breast topping - 1 kilo
    • Hummus - 6 tubs
    • Cucumbers - 6 pieces
    • Tomatoes - 2 kilos
    • Lettuce - 4 heads
    • Paprika chips - 6 bags
    • Plain chips - 6 bags
    • Salty sticks - 4 bags
    • Mixed nuts - 3 bags
    • Cookies - 8 packs
    • Apples - 50 pieces
    • Bananas - 40 pieces
    • Grapes - 3 kilos
    • Paper napkins - 200 pieces
    • Parchment paper - 1 roll
    • Cling film - 1 roll
    • Aluminum foil - 1 roll
    • Trash bags - 2 rolls
    • Paper towels - 6 rolls
    • Toilet paper - 24 rolls
    • Dish soap - 2 bottles
    • Dishwasher tablets - 1 pack
    • Hand soap - 4 bottles

Tips

  • Prepare one name badge, pen and handout set per registered participant, then add 5–10% extra for late registrations, damaged badges and presenters.
  • For a two-hour evening, allow around 2–3 drinks per person in the first hour and 1–2 per person in the second. Keep chilled products in coolers until serving.
  • Set up at least one registration desk with clipboards and spare ballpoint pens. A practical starting point is one pen per 10 participants, plus 3–5 loose spares.
  • Count coffee cups, reusable cups, plates and cutlery against your maximum attendance, not just confirmed registrations. Add 10% extra so a missing or dirty item does not interrupt service.
  • Test the laptop, projector, microphones and speakers before guests arrive, and pack extension cords, power strips and cable ties with them. Keep at least 30 minutes before opening for the technical check.

Frequently asked questions

How many cups and plates do I need for a permits evening?
Count one serving item per expected guest for each service, then add 10% extra. For 50 guests, prepare at least 55 cups, plates and cutlery sets, with more cups if drinks are served throughout the evening.
How much coffee should I buy for a permits evening?
Allow roughly 2 cups of coffee per person for a two-hour evening. For 50 attendees, plan for about 100 cups, then adjust if the programme includes a long break or several speakers.
How many name badges and pens are needed?
Prepare one name badge per registered participant, plus 5–10% spare badges. Provide at least one pen for every 10 participants and keep 3–5 additional pens at the registration desk.
When should I check the projector and microphones?
Complete the technical check at least 30 minutes before doors open. Test the laptop, projector, screen, microphones, speakers and power connections with the actual presentation files.

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