What to buy for a presentation evening

A presentation evening needs more than a laptop and a projector. You will need practical items for registration, seating, refreshments and several ways to keep the programme running if a cable or computer fails. This shopping list covers the equipment, kitchen supplies, tableware and room details behind the event plan. Check quantities against your guest and speaker numbers, then buy or borrow anything with a lead time before the day itself.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Buffet tablesqty 2
Stoolsqty 6

Tableware

Platesqty 70
Coffee cupsqty 60
Glassesqty 80
Cutlery setsqty 70
Serving spoonsqty 8

Equipment

Laptop
Projector
Projection screen
Presentation clicker
Microphonesqty 2
Speakersqty 2
Microphone standsqty 2
Extension cordsqty 4
Power stripsqty 4
HDMI cablesqty 3
USB-C adaptersqty 3
Spare laptop

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Cutting boardsqty 3
Serving plattersqty 8
Serving tongsqty 6

Decorations

Name badgesqty 70
Tableclothsqty 8
Balloonsqty 40
Buntingqty 6
Flower arrangementsqty 4

Lighting

LED string lightsqty 4

Cleaning

Waste binsqty 4

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Mints - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 3 liters
- Lemons - 6 pieces
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Bitter lemon - 3 bottles
- Sparkling water - 8 bottles
- Still water - 8 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Ice cubes - 8 bags
- Baguettes - 10 pieces
- Mini wraps - 80 pieces
- Cream cheese - 2 kilo
- Hummus - 2 kilos
- Young cheese - 2 kilos
- Cooked ham - 1 kilo
- Smoked chicken breast - 1 kilo
- Cherry tomatoes - 3 kilos
- Cucumbers - 6 pieces
- Bell peppers - 12 pieces
- Carrots - 3 kilos
- Grapes - 3 kilos
- Apples - 60 pieces
- Bananas - 40 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 6 bags
- Salsa - 4 jars
- Cookies - 8 packs
- Brownies - 60
- Gluten-free crackers - 3 packs
- Vegan spreads - 3 packages
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Napkins - 300 pieces
- Paper cups - 100 pieces
- Paper Plates - 100 pieces
- Coffee stirrers - 150 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 6 rolls
- Trash bags - 40 pieces
- Dishwasher tablets - 30 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet paper - 24 rolls

Tips

Plan tableware for every registered guest, plus around 10% extra plates, cups, glasses and cutlery. Small shortages are easy to miss when catering arrives, especially if guests use separate items for snacks and drinks.
Prepare at least one complete presentation backup: a reserve laptop, the collected presentation files and the adapters needed for the presentation laptop. Check HDMI and USB-C connections before guests arrive, not during the first talk.
Count power needs before buying or borrowing equipment. A projector, laptop, speakers and microphones may need separate extension cords and power strips, with cables secured away from walking routes.
For coffee and hot drinks, allow roughly one cup per guest for a short evening and keep hot water available for refills. Thermos flasks help when the coffee machines or kettles are away from the registration and seating areas.
Buy or prepare name badges before the evening and leave a few blank ones for late registrations or spelling corrections. Keep serving platters, tongs and cutting boards together with the food so snacks do not arrive without a safe way to serve them.

Frequently asked questions

What equipment do I need for a presentation evening?: At minimum, plan for a laptop, projector, projection screen, presentation clicker, microphones, speakers and microphone stands. Bring a reserve laptop, HDMI cables, USB-C adapters, extension cords and power strips as backup.
How many plates and glasses do I need per guest?: Plan one plate, one glass and one cutlery set per guest, then add about 10% extra. For 50 guests, that means at least 55 of each item, with additional coffee cups if coffee is served separately.
How much coffee should I prepare for a presentation evening?: Allow about one cup per guest for a short evening, plus extra hot water for tea and refills. For 50 guests, prepare at least 55 cups and use thermos flasks if drinks are served away from the kitchen.
When should I check the presentation equipment?: Check the projector, screen, laptop, microphones, speakers, cables and adapters at least one day before the event. Repeat a complete connection test 60 to 90 minutes before doors open, when there is still time to replace missing equipment.

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