What you need for a police information meeting

What to bring

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

Tips

• Prepare one name badge for every registered participant, speaker and organiser, plus 5–10% extra for walk-ins or last-minute changes. Keep spare badges and a marker at the registration desk.
• For a two-hour meeting, allow roughly 2–3 cups of coffee or other drinks per person, with extra water available for speakers. If catering includes food, order at least one serving per attendee and include the dietary requirements already collected.
• Check the projector, laptop, HDMI cable, microphones and speakers together at least 24 hours before the meeting. Bring one spare extension cord and power strip, and test the presentation from the actual laptop that will be used.
• Set aside one table for registration and another for speakers or presentation materials. Put table signs and route signs in place before doors open, especially if the room entrance is not immediately visible.
• Count cups, glasses, plates and cutlery against the registration list rather than the room capacity. A practical buffer is 10% extra, so a meeting for 50 people needs supplies for about 55.

Frequently asked questions

How many name badges do I need for a police information meeting?

Prepare one badge for every registered attendee, police representative, speaker and organiser. Add 5–10% extra; for 50 expected attendees and 6 staff or speakers, prepare about 59–62 badges.

How much coffee should I buy for a police information meeting?

For a meeting lasting around two hours, plan 2–3 cups per person, including speakers and staff. For 50 people, that means approximately 100–150 cups, plus water and a small reserve.

What presentation equipment is needed for a police information meeting?

Check that you have a laptop, projector, projection screen, HDMI cable, power strips, extension cords and a presentation clicker. If the room is large or several people speak, provide wireless microphones, a microphone stand and speakers, and test everything at least 24 hours in advance.

How many cups, glasses and plates should I bring?

Use the final registration number and add 10% for late arrivals or replacements. For 50 participants, prepare at least 55 cups, 55 glasses and 55 plates, with 55 cutlery sets if food is served.