What you need for a Q&A session

A Q&A session needs more than chairs and a microphone. Plan for registration, speaker seating, printed materials, refreshments and clear directions so the room works from the moment guests arrive. For drinks, allow two to three servings per person during the first hour, then adjust for the session length. Check presentation and audio equipment before shopping, because missing cables, adapters or power strips are often discovered too late.

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What to bring

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

Furniture

Chairsqty 60
Tablesqty 8
Registration desk
Stools for speakersqty 4

Tableware

Reusable glassesqty 80
Coffee cupsqty 60
Platesqty 80
Forksqty 80
Coffee spoonsqty 60

Equipment

Wireless microphonesqty 3
Portable speaker
Laptop
Projector
Projector screen
Extension cordsqty 4
Power stripsqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Serving plattersqty 8
Serving spoonsqty 8
Thermos flasksqty 4
Water jugsqty 4

Decorations

Tableclothsqty 8
Name badge holdersqty 60
Name badgesqty 60
Directional signsqty 6

Lighting

LED lampsqty 6

Cleaning

Waste binsqty 4
Dustpan and brushqty 2
Mop headsqty 2

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 1 box
- Herbal tea - 1 box
- Sugar - 1 kilo
- Mints - 1 box
- Milk - 6 liters
- Oat milk - 3 liters
- Still mineral water - 12 bottles
- Sparkling mineral water - 8 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Alcohol-free beer - 24 bottles
- White wine - 6 bottles
- Red wine - 4 bottles
- Paprika chips - 3 bags
- Plain chips - 3 bags
- Mixed nuts - 2 bags
- Salty breadsticks - 3 packs
- Olives - 3 jars
- Grapes - 3 kilos
- Apples - 40 pieces
- Bananas - 30 pieces
- Cucumber - 4 pieces
- Cherry tomatoes - 2 kilos
- Carrots - 2 kilo
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Young cheese - 2 kilos
- Brie - 1 kilo
- Baguettes - 12 pieces
- Whole grain crackers - 6 packs
- Gluten-free crackers - 2 packs
- Vegan spread - 4 packs
- Napkins - 200 pieces
- Coffee filters - 1 pack
- Disposable teaspoons - 100 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfecting wipes - 3 packs
- Hand soap - 4 bottles
- Hand gel - 4 bottles
- Aluminum foil - 2 rolls
- Cling film - 2 rolls

Tips

Plan one reusable glass or cup per attendee, plus at least 10% extra for speakers, staff and replacements. Provide plates, forks and coffee spoons if you are serving snacks or catering.
For coffee and tea, prepare one cup per person for a short session and up to two cups per person for a longer meeting. Keep hot water and coffee in thermos flasks so the station stays usable during questions.
Allow one chair per registered attendee, then add two to four spare chairs. Speakers need a separate setup, including stools if they will answer questions from the front of the room.
Pack the presentation equipment together: laptop, projector, screen, wireless microphones, portable speaker, extension cords and power strips. Test every microphone and display connection at least one day before the session.
Buy or print name badges and directional signs before registration opens. Put the badges at the registration desk and place signs at every point where a first-time visitor could hesitate.

Frequently asked questions

What drinks do I need for a Q&A session?: Allow two to three drinks per person for the first hour, then one additional drink per person for each extra hour. Include water as well as coffee or tea, and keep a small reserve for speakers and staff.
How much coffee should I buy for a Q&A session?: Plan one cup per person for a short session and up to two cups per person if it lasts several hours. Add about 10% extra coffee, cups, milk and sugar so the station does not run out.
What equipment is needed for a Q&A session?: You typically need a laptop, projector, projector screen, wireless microphones, a portable speaker, extension cords and power strips. Test the complete setup at least one day beforehand, then run a second microphone check before guests arrive.
How many chairs and name badges should I prepare?: Prepare one chair and one name badge for every registered attendee, plus two to four spare chairs and around 10% extra badges. Keep the spare badges at the registration desk for late registrations or replacements.

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