What to buy for a Q&A evening

A Q&A evening needs more than questions and answers. You will need clear response forms, enough pens, refreshments, serving equipment and reliable presentation gear for the quiz rounds. Plan quantities around your guest count, then check what the venue already provides before shopping. Drinks, coffee, snacks and prizes are easy to arrange too late, so confirm them before the final setup day.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Reception desk
Quiz table

Tableware

Drinking glassesqty 70
Coffee cupsqty 60
Platesqty 70
Cutlery setsqty 60

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving plattersqty 10
Serving tongsqty 6
Cutting boardsqty 2
Bread knivesqty 2

Equipment

Laptop
Projector
Projection screen
Speaker
Microphone
Extension cordsqty 3
Power stripsqty 3
HDMI cable
Spare batteriesqty 2

Decorations

Tableclothqty 8
Name badgesqty 60
Pen holdersqty 8

Catering

Answer formsqty 400
Pensqty 70
Prizesqty 3
Groceries
- Coffee - 2 packs
- Tea - 3 boxes
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 3 liters
- Lemon - 6 pieces
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 5 bottles
- Ice tea - 5 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Apple juice - 4 packs
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Tortilla chips - 4 bags
- Party nuts - 3 bags
- Salted sticks - 3 bags
- Popcorn - 3 bags
- Cookies - 6 packs
- Mini sandwiches - 80 pieces
- Wraps - 30 pieces
- Hummus - 4 tubs
- Cream cheese - 3 tubs
- Cheese - 2 kilos
- Cucumber - 6 pieces
- Tomatoes - 2 kilos
- Grapes - 3 kilos
- Apples - 50 pieces
- Brownies - 60
- Vegetarian sandwiches - 30 pieces
- Gluten-free crackers - 2 packs
- Vegan spread - 2 tubs
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Napkins - 300 pieces
- Paper cups - 100 pieces
- Aluminum foil - 1 roll
- Cling film - 1 roll
- Paper towels - 4 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- Cleaning sponges - 1 pack
- All-purpose cleaner - 2 bottles
- Toilet paper - 2 packs

Cleaning

Waste binsqty 4

Tips

Allow at least one answer form and one pen per participant, plus 10% extra for replacements. Put spare pens in several pen holders rather than keeping them all at the reception desk.
For the first hour, plan two to three drinks per person, then about one drink per person for each additional hour. Chill drinks before guests arrive and keep serving glasses available throughout the evening.
Buy enough plates, cutlery sets and serving platters for the full guest count instead of relying on a quick wash-up between snack rounds. Add serving tongs and cutting boards if snacks need portioning on site.
Test the laptop, projector, projection screen, speaker, microphone and HDMI cable at least 24 hours before the event. Pack extension cords, power strips and spare batteries so a missing connection does not delay the first round.
Prepare prizes before shopping is finished and count them against the planned winning teams. Display them on the quiz table or a separate table, and keep a small reserve of table space for answer forms and scoring materials.

Frequently asked questions

What do I need to buy for a Q&A evening?: Plan drinks, coffee and tea, snacks, plates, glasses, cups, cutlery, serving items, answer forms, pens and prizes. You will also need presentation equipment such as a laptop, projector, screen, speaker, microphone, HDMI cable and power accessories if the venue does not provide them.
How many pens and answer forms do I need for a quiz night?: Provide one answer form and one pen per participant, then add 10% extra. For 40 participants, prepare at least 44 forms and 44 pens so lost or unusable items do not interrupt a round.
How many drinks should I buy for a Q&A evening?: For the first hour, allow two to three drinks per person. Add roughly one drink per person for every further hour, and include coffee and tea separately if you are serving them from a coffee maker, kettles or thermos flasks.
When should I test the projector and sound equipment?: Test the laptop, projector, screen, speaker, microphone and HDMI cable at least 24 hours before the Q&A evening. Check the setup again when the venue opens, with extension cords, power strips and spare batteries ready.

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