What you need for a registration evening

A registration evening needs more than a welcome desk and a stack of forms. Prepare supplies for checking people in, directing them through the venue, handling dietary requirements and keeping the presentation running. Plan separate materials for printed and digital registration, and make sure the reception area has enough pens, badges and clipboards for the busiest arrival period. This list also covers the small items that are often forgotten until guests are already waiting.

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What to bring

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

Furniture

Tablesqty 12
Chairsqty 80
Reception desksqty 2
Information desksqty 6
Tableclothsqty 12

Equipment

Laptopsqty 6
Tabletsqty 4
Projector
Projection screen
Laptop chargersqty 6
Extension cordsqty 8
Power stripsqty 8
Mobile phone chargersqty 4

Office

Registration formsqty 250
Programsqty 150
Floor plansqty 50
Name badgesqty 150
Desk pensqty 20
Markersqty 12
Pensqty 60
Clipboardsqty 15
Tapeqty 6
Scissorsqty 6
Printer
Printer paperqty 2
Ink cartridgesqty 2

Decorations

Directional signsqty 12
Table signsqty 12
Arrow stickersqty 30

Tableware

Coffee cupsqty 100
Glassesqty 120
Platesqty 120
Cutlery setsqty 120

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving traysqty 6
Small bowlsqty 12
Pliersqty 6
Coolersqty 4

Cleaning

Waste binsqty 8
Trash bag holdersqty 8
Cleaning clothsqty 20
Bucketsqty 3
Mopsqty 3
Broomsqty 3

Catering

Groceries
- Coffee - 3 packs
- Tea assortment - 2 boxes
- Sugar - 2 packs
- Milk - 8 liters
- Oat milk - 4 liters
- Lemon - 6 pieces
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 6 bottles
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Mini cheese sandwiches - 40 pieces
- Mini ham sandwiches - 40 pieces
- Mini hummus sandwiches - 30 pieces
- Mini chicken wraps - 40 pieces
- Mini vegetable wraps - 30 pieces
- Cucumber - 6 pieces
- Cherry tomatoes - 2 kilos
- Grapes - 2 kilos
- Apples - 30 pieces
- Bananas - 20 pieces
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Snack mix - 3 bags
- Cookies - 6 packs
- Brownies - 40 pieces
- Napkins - 300 pieces
- Stir sticks - 200 pieces
- Paper cups - 150 pieces
- Paper plates - 150
- Wooden forks - 150 pieces
- Garbage bags - 30 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Paper towels - 6 packs

Tips

Prepare at least 10% more name badges, programs and registration forms than the number of expected guests. A few extra copies prevent last-minute reprints when names change or someone arrives without registering.
Allow one pen per active registration station, plus at least two spare pens at the reception desk. Add clipboards if guests will complete forms while standing or while no table is available.
Test every laptop, tablet, charger, extension cord and power strip at least 24 hours before the evening. Keep one complete charging setup at the reception desk rather than leaving all chargers with the presentation equipment.
Print directional signs, table signs and floor plans before setup, and bring tape, scissors and arrow stickers for changes at the venue. Put the first sign where guests enter, not only near the registration desk.
Order catering only after dietary requirements are collected, then label each suitable item before guests arrive. Chill drinks and prepare snacks early enough to avoid using the reception desk as a temporary serving area.

Frequently asked questions

How many name badges should I prepare for a registration evening?: Prepare one badge per expected attendee plus at least 10% extra. For 100 guests, print 110 badges so late registrations, spelling changes and replacements do not stop check-in.
How many registration pens do I need?: Use one working pen per registration station and keep at least two spare pens at the reception desk. For four stations, have six pens ready in total.
When should I test the digital registration equipment?: Test laptops and tablets at least 24 hours before the event, then check them again during setup. Bring the correct chargers, extension cords and power strips so a low battery does not interrupt check-in.
How much extra catering should I order for a registration evening?: Base the order on the confirmed guest count and add about 10% for late arrivals and larger appetites. Finalise dietary labels and quantities no later than the day before the evening.

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