What you need for registration day

A registration day needs more than forms and a welcome desk. You will need enough tables, chairs, badges, signs, power equipment and refreshments to keep arrivals moving while volunteers process registrations. Plan supplies for the busiest first hour, not just the full-day average. This checklist also covers the items people often arrange too late, including chilled drinks, printing equipment, extension cords and clear route signs.

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What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 70
Coat racksqty 2
Waste binsqty 4

Equipment

Laptopsqty 2
Printer
Extension cordsqty 4
Power stripsqty 4
Portable speakersqty 2

Lighting

LED lightsqty 4

Tableware

Drinking glassesqty 80
Coffee mugsqty 30
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 8

Kitchen

Coffee machinesqty 2
Thermos flasksqty 4
Soup kettlesqty 2
Cutting boardsqty 3
Kitchen knivesqty 4
Serving spoonsqty 4
Coolersqty 4

Decorations

Name badge holdersqty 70
Information boardsqty 6
Directional signsqty 8
Buntingqty 6

Sports equipment

Conesqty 20
Ropesqty 6
Ballsqty 6
Craft kitsqty 40

Cleaning

Bucketsqty 3
Mopsqty 3
Broomsqty 2
Dustpan and brushqty 2

Catering

Groceries
- Coffee - 3 packs
- Black tea - 2 boxes
- Herbal tea - 1 box
- Semi-skimmed milk - 8 liters
- Sugar - 1 kilo
- Mints - 1 box
- Cola - 6 bottles
- Cola Zero - 4 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Spa Blauw - 6 bottles
- Sparkling mineral water - 4 bottles
- Lemons - 6 pieces
- Sandwiches - 80 pieces
- Wholemeal bread - 6 loaves
- Butter - 3 packs
- Young cheese - 3 kilos
- Back ham - 2 kilos
- Chicken breast slices - 2 kilos
- Hummus - 6 tubs
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Cucumbers - 8 pieces
- Tomatoes - 3 kilos
- Lettuce - 6 heads
- Vegetable soup - 8 liters
- Tomato soup - 8 liters
- Baguettes - 8 pieces
- Herb butter - 6 tubs
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Salty pretzels - 4 bags
- Apples - 6 kilos
- Bananas - 5 kilo
- Grapes - 4 kilos
- Ketchup - 2 bottles
- Mayonnaise - 2 jars
- Mustard - 2 jars
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Cleaning sponges - 2 packs
- Hand soap - 4 bottles

Tips

Prepare name badge holders and printed forms at least one day before registration day. Keep spare blank badges and extra forms at the reception desk for late arrivals or corrections.
Allow one laptop or registration station for each active processing point, then test the registration software and printer before volunteers arrive. Bring extension cords and power strips rather than assuming outlets will be nearby.
For the first hour, plan two to three drinks per person, then keep additional drinks chilled in coolers. Set out glasses, coffee mugs and thermos flasks before the first registrations begin.
For a lunch buffet, provide one plate, cutlery set and drinking glass per guest, plus at least 10% extra. Serving platters, serving spoons and soup kettles are easy to overlook when the food itself is already arranged.
Put directional signs and route markers in place at least 30 minutes before opening. Bring cones and ropes for areas that need to stay clear, especially around the reception desk, tables and tent entrances.

Frequently asked questions

What supplies do I need for a registration day?: Plan for registration forms, name badge holders, laptops, a printer, tables, chairs, signs and power supplies. Add drinks, coffee equipment and lunch tableware for the number of guests and volunteers attending.
How many registration tables do I need?: Use one registration table for each active check-in point, with an additional table for forms, badges or information if the desk becomes crowded. Aim for one processing station per volunteer handling registrations during the busiest hour.
How much food and drink should I buy for registration day?: For the first hour, allow two to three drinks per person, including water or other chilled drinks. For lunch, provide one plate and cutlery set per guest, plus about 10% extra for volunteers, spills and unexpected arrivals.
When should I prepare registration materials?: Prepare and alphabetize registrations, forms and name badges at least one day in advance. Test the software and printer the day before, and finish setting out signs, drinks and tableware at least 30 minutes before opening.

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