What you need for a public consultation evening

A public consultation evening needs more than chairs and a projector. You will need a clear registration point, enough seating, reliable presentation equipment, printed documents and refreshments for the expected attendance. Plan coffee, tea and water for the arrival period, then check that microphones, power leads and presentation files work before guests arrive. This checklist also covers the supplies people often remember too late, such as name badge holders, route signs, coat storage and cleaning equipment.

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What to bring

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

Furniture

Chairsqty 70
Tablesqty 8
Registration desk
Speaker table
Coat racksqty 2

Equipment

Laptop
Projector
Projection screen
Speakerqty 2
Wireless microphonesqty 2
Microphone stand
Extension cordsqty 4
Power stripsqty 4

Tableware

Coffee cupsqty 70
Glassesqty 70
Platesqty 70
Cutlery setsqty 70
Serving plattersqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Pitcherqty 3
Bottle openersqty 2

Decorations

Tableclothqty 8
Name badge holdersqty 8

Lighting

Standing lampsqty 2
Emergency lightingqty 2

Cleaning

Bucketsqty 2
Mopsqty 2
Broom and dustpanqty 2

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Mints - 1 box
- Milk - 6 liters
- Oat milk - 3 liters
- Spa Blauw - 6 bottles
- Sparkling mineral water - 4 bottles
- Cola - 3 bottles
- Cola Zero - 3 bottles
- Sinas - 2 bottles
- Apple juice - 2 cartons
- Orange juice - 2 cartons
- Lemons - 8 pieces
- Butter cookies - 4 packs
- Salted crackers - 4 packs
- Paprika chips - 3 bags
- Plain chips - 3 bags
- Mixed nuts - 2 bags
- Grapes - 3 kilos
- Apples - 40 pieces
- Mini cheese sandwiches - 40 pieces
- Chicken mini sandwiches - 30 pieces
- Vegan vegetable sandwiches - 15 pieces
- Hummus - 3 tubs
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Snacks - 2 bags
- Coffee stirrers - 100 pieces
- Paper napkins - 200 pieces
- Paper towels - 4 rolls
- Toilet paper - 12 rolls
- Trash bags - 3 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 6 pieces
- Nitrile gloves - 1 box
- Paper towels - 4 packs

Tips

Plan the registration area before buying supplies: allow one registration desk, name badge holders and a printed participant list, with at least 10% extra badges for late additions.
For refreshments, prepare roughly two hot drinks per person for a two-hour evening, plus one glass of water per attendee. Buy extra cups, glasses, serving platters and cutlery rather than relying on exact counts.
Check the room’s AV setup at least 24 hours beforehand. Confirm that the laptop, projector, screen, speaker, wireless microphones, microphone stand, extension cords and power strips are compatible and working.
Prepare printed programmes and consultation documents at least one day before the event, and keep digital copies on the laptop. Bring enough copies for every registered participant plus 10% extra.
Do not leave room logistics until the last hour: arrange chairs, tables, coat racks, route signs, tablecloths and emergency lighting before doors open, and keep buckets, a mop and a broom available for spills or cleanup.

Frequently asked questions

How many chairs do I need for a public consultation evening?: Prepare one chair for every registered participant, speaker and organiser. Add 10% extra capacity where possible, so 60 registrations means at least 66 chairs.
How much coffee and tea should I buy for a consultation evening?: Allow two hot drinks per person for a two-hour evening, with extra supplies for speakers and organisers. For 50 attendees, plan for about 100 servings and keep water available throughout.
When should I test the projector and microphones?: Test the complete setup at least 24 hours before the event, then run a second sound and presentation check 60 minutes before doors open. Check every microphone, cable, power strip and presentation file.
How many printed consultation documents are needed?: Print one set for each registered participant and add 10% extra for late arrivals or replacement copies. For 80 participants, prepare at least 88 sets, plus copies of the programme.

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