Promotional event shopping list

A promotional event needs more than banners and a registration desk. Visitors should be able to find the entrance, hear presentations, watch demonstrations and move comfortably between high tables, displays and seating. Use the complete shopping list below as your purchasing checklist, then match quantities to your visitor list and floor plan. Order printed materials, catering and branded signage early; cables, chargers, tape and name badges are the small items most often left until the final day.

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What to bring

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

Furniture

Party tentqty 2
High tablesqty 8
Tablesqty 10
Chairsqty 80
Registration desk
Bar stoolsqty 8
Dressing tablesqty 2
Tableclothsqty 12
Clothes racksqty 2

Equipment

Laptopqty 2
Projector
Projection screen
Speakersqty 2
Microphoneqty 2
Microphone standqty 2
Extension cordsqty 8
Power stripsqty 8
Chargersqty 6
Power banksqty 4
Presentation clickerqty 2
Cable tiesqty 2
Tapeqty 6

Decorations

Promotional wallqty 3
Roll-up bannersqty 4
Company logo bannersqty 4
Flagsqty 6
Balloon archesqty 2
Balloonsqty 150
Balloon pumpqty 2
Plantsqty 8
Directional signsqty 8
Menusqty 8
Prize table sign

Tableware

Reusable cupsqty 150
Wine glassesqty 100
Platesqty 150
Bowlsqty 30
Forksqty 150
Knivesqty 150
Spoonsqty 150
Coffee cupsqty 100
Serving traysqty 12
Pliersqty 8
Pitchersqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Food warmersqty 4
Cutting boardsqty 4
Chef's knifeqty 2
Serving plattersqty 12
Kitchen tongsqty 6
Thermos flasksqty 4

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 kilos
- Sweetener - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 8 crates
- Sparkling mineral water - 4 crates
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Lemons - 2 kilos
- Mint - 4 Bunches
- Ice cubes - 10 kilos
- Beer - 6 crates
- Alcohol-free beer - 2 crates
- White wine - 12 bottles
- Rosé - 8 bottles
- Red wine - 4 bottles
- Prosecco - 6 bottles
- Bitter lemon - 4 bottles
- Tonic - 4 bottles
- Olives - 2 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Salted nuts - 3 kilos
- Rice crackers - 4 packs
- Mini pretzels - 4 bags
- Cheese cubes - 4 kilo
- Gouda cheese - 2 kilos
- Brie - 1.5 kilos
- Cream cheese - 1 kilo
- Hummus - 1.5 kilos
- Cucumbers - 3 kilos
- Cherry tomatoes - 3 kilos
- Carrots - 2 kilo
- Bell peppers - 2 kilos
- Grapes - 4 kilos
- Apples - 50 pieces
- Bananas - 30 pieces
- Strawberries - 3 kilos
- Mini croissants - 120 pieces
- Mini baguettes - 100 pieces
- Wraps - 80 pieces
- Whole grain bread - 8 loaves
- White bread - 6 loaves
- Multigrain bread - 6 loaves
- Chicken breast topping - 2 kilos
- Back ham - 2 kilos
- Smoked salmon - 1.5 kilos
- Egg - 60 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pesto - 4 jars
- Butter - 1 kilo
- Salt - 500 grams
- Pepper - 250 gram
- Paprika powder - 1 jar
- Italian herbs - 1 jar
- Olive oil - 2 bottles
- Balsamic vinegar - 1 bottle
- Vegan vegetable spread - 1.5 kilos
- Gluten-free crackers - 4 packs
- Gluten-free rolls - 20 pieces
- Vegan sandwiches - 30 pieces
- Vegan cheese - 1 kilo
- Vegan snacks - 80 pieces
- Gluten-free snacks - 50 pieces
- Cookies - 6 packs
- Brownies - 100 pieces
- Chocolate - 3 kilos
- Mini muffins - 100 pieces
- Napkins - 300 pieces
- Paper straws - 200 pieces
- Cocktail sticks - 300 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Hand soap - 4 bottles
- Hand sanitizer - 6 bottles
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Sponges - 6 pieces
- Tea towels - 12 pieces
- Napkin cups - 8 pieces

Tips

Allow one name badge per registered visitor, plus 5–10% extra for walk-ins, damaged badges and staff. Print the visitor list shortly before the event so late registrations are not missing.
Plan at least one registration position for every 100 expected visitors. Keep the laptop, chargers, visitor list and spare stationery at the registration desk rather than in a separate supply box.
Count every presentation and demonstration when checking AV equipment. Bring one extension cord and one power strip for each separate equipment area, and test the projector, screen, speakers and microphone before visitors arrive.
Buy or order branded materials from the final approved artwork, including roll-up banners, logo banners and the promotional wall. Allow at least 7 days for printed materials so a correction does not become an event-day problem.
Use the layout to calculate furniture instead of ordering by guesswork: provide one chair for each seated place, one high table for each planned standing group, and enough tablecloths to cover every visible table plus one spare.

Frequently asked questions

What do I need to buy for a promotional event?: You typically need furniture for registration, seating and displays; AV equipment for presentations and demonstrations; branded signage; name badges; power and cable accessories; and catering supplies. The full shopping list on this page covers those categories without replacing your event-specific quantities.
How many name badges should I order for a promotional event?: Order one badge for every registered visitor, staff member, volunteer and presenter, then add 5–10% extra. For 200 expected visitors and 20 staff, prepare at least 231 badges to cover last-minute additions and mistakes.
How early should I order promotional event materials?: Order printed banners, promotional walls and other branded materials at least 7 days before the event. Confirm the final logo, wording and dimensions before sending the artwork, because a reprint may take several additional days.
How much event AV equipment do I need?: Provide one suitable presentation setup for each stage or demonstration area: projector, projection screen, speakers, microphone and presentation clicker where required. Test the complete setup at least 24 hours beforehand and keep extension cords, power strips and cable ties available for every equipment zone.

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