What to buy for a regional entrepreneurs' evening

A regional entrepreneurs' evening needs more than drinks and snacks. You will also need practical items for registration, networking, catering and presentations, from name badges and allergen cards to glasses, serving trays and HDMI cables. Use the plan’s item list as your checklist, then match quantities to the final guest list. Check borrowed or hired equipment at least one week before the event, and do the food and drink shopping two to three days ahead.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Bar stoolsqty 8
Buffet tablesqty 3
Registration desk
Coat racksqty 2
Waste binsqty 6

Tableware

Water glassesqty 80
Wine glassesqty 80
Coffee cupsqty 70
Platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving spoonsqty 12
Serving traysqty 8
Carafesqty 8
Thermos flasksqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Projector
Projection screen
Laptopsqty 2
HDMI cablesqty 3
Extension cordsqty 6
Power stripsqty 6
Wireless microphonesqty 2
Speakersqty 2
Microphone standsqty 2

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 4
Scissorsqty 3
Coolersqty 4
Serving plattersqty 12
Serving tongsqty 8
Ice packsqty 12

Decorations

Name card holdersqty 70
Table runnersqty 8
Flower arrangementsqty 6
Welcome sign
Program standsqty 4
Buntingqty 6
Tapeqty 4
Writing pensqty 80
Notepadsqty 70

Lighting

LED string lightsqty 6
Table lampsqty 6

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 2
Cleaning glovesqty 6

Catering

Groceries
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Tonic - 4 bottles
- Ginger beer - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Beer - 6 crates
- Alcohol-free beer - 2 crates
- Red wine - 12 bottles
- White wine - 12 bottles
- Rosé - 6 bottles
- Alcohol-free wine - 4 bottles
- Coffee beans - 3 kilo
- Black tea - 2 boxes
- Green tea - 1 box
- Herbal tea - 1 box
- Cocoa powder - 1 pack
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Lemons - 2 kilos
- Ice cubes - 10 kilos
- Mineral water for speakers - 12 bottles
- Baguettes - 12 pieces
- Mini pistolets - 100 pieces
- Wholemeal bread - 6 loaves
- Butter - 1 kilo
- Cream cheese - 2 kilo
- Young cheese - 3 kilos
- Brie - 2 kilos
- Smoked chicken breast - 2 kilo
- Hummus - 2 kilos
- Eggplant spread - 1 kilo
- Pesto - 4 jars
- Mayonnaise - 2 jars
- Mustard - 2 jars
- Ketchup - 2 bottles
- Balsamic vinegar - 1 bottle
- Olive oil - 1 bottle
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Cherry tomatoes - 3 kilos
- Cucumbers - 8 pieces
- Bell peppers - 12 pieces
- Carrots - 3 kilos
- Grapes - 4 kilos
- Apples - 40 pieces
- Pears - 30 pieces
- Bananas - 24 pieces
- Strawberries - 2 kilos
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 6 bags
- Olives - 4 jars
- Sun-dried tomatoes - 3 jars
- Mixed nuts - 3 kilo
- Student mix - 2 kilo
- Rice crackers - 4 packs
- Mini quiches - 100 pieces
- Vegetarian puff pastry snacks - 100 pieces
- Falafel balls - 100 pieces
- Chicken skewers - 100 pieces
- Mini meatballs - 100 pieces
- Brownies - 80 pieces
- Mini muffins - 80 pieces
- Dark chocolate - 1 kilo
- Napkins - 300 pieces
- Paper towels - 8 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dishwasher tablets - 30 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Disinfectant spray - 2 bottles
- Sponges - 6 pieces
- Microfiber cloths - 12 pieces
- Nitrile gloves - 2 boxes
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Food storage containers - 20 pieces
- Freezer bags - 1 pack

Tips

Plan tableware from the confirmed guest count: allow one plate, fork and knife per guest, plus roughly 10% extra. Add separate serving spoons and trays for every buffet dish.
Buy drinks for the programme, not just the guest count. For the first hour, allow two to three drinks per person; keep water, carafes and water glasses available throughout the evening.
Set aside vegetarian snacks before shopping and prepare clear allergen cards for every dish. Confirm dietary requirements when registrations close, then buy suitable alternatives before the final shopping trip.
Check presentation equipment at least seven days before the evening. Test the projector, screen, laptops, HDMI cables, microphones, speakers and power strips together in the actual room.
Prepare registration and networking supplies the day before: printed name badges, the final guest list, a programme, coat racks and waste bins should be ready before doors open. Bring extension cords and spare power strips rather than searching for them during setup.

Frequently asked questions

What drinks do I need for a regional entrepreneurs' evening?: For the first hour, plan on two to three drinks per guest, then add water for the full programme. Include water glasses, carafes and enough wine glasses or other serving glasses for the drinks you are offering. Chill drinks at least 4 hours before guests arrive.
How many plates and cutlery items should I buy?: Start with one plate, fork and knife per confirmed guest, then add about 10% extra for replacements and unexpected guests. Provide spoons where desserts or coffee require them, and allow one serving spoon or tray for each buffet item.
When should I buy food and snacks for the event?: Buy packaged snacks and drinks two to three days before the evening. Purchase fresh catering items according to the caterer’s delivery schedule, and confirm dietary requirements before placing the final order.
What presentation equipment should I bring?: Bring the projector, projection screen, laptop, HDMI cables, microphones, speakers, microphone stands, extension cords and power strips. Test every connection at least one week beforehand, then repeat a short check on the day of the event.

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