What you need for a relationship day

A relationship day needs more than refreshments and a room. You will also need supplies for registration, a buffet and bar, seating, name badges and presentations. This checklist helps you buy or bring the smaller items that are easy to overlook, from serving platters and tongs to extension cords and coffee cups. Check quantities against your guest list, then arrange deliveries and borrowed equipment before the event week.

Organize this event for free with Lizzt

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
High tablesqty 6
Registration desk
Buffet tablesqty 3
Coat racksqty 2

Tableware

Platesqty 70
Dessert platesqty 70
Glassesqty 100
Coffee cupsqty 60
Cutlery setsqty 70
Serving plattersqty 12

Decorations

Tableclothsqty 8
Name badgesqty 60
Name badge holdersqty 60
Balloonsqty 80
Flower arrangementsqty 6
Welcome sign

Equipment

Speakersqty 2
Microphone
Projector
Projection screen
Extension cordsqty 4
Power stripsqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Thermos flasksqty 6
Cutting boardsqty 4
Serving tongsqty 8

Cleaning

Waste binsqty 4
Broom setsqty 2
Mopsqty 2

Lighting

LED string lightsqty 4
Standing lampsqty 4

Catering

Groceries
- Coffee - 3 packs
- Tea - 4 boxes
- Sugar - 2 packs
- Sweetener - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Still mineral water - 6 bottles
- Sparkling mineral water - 6 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Tonic - 4 bottles
- Beer - 5 crates
- Alcohol-free beer - 2 crates
- White wine - 8 bottles
- Red wine - 6 bottles
- Rosé wine - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Baguettes - 12 pieces
- Wholemeal bread - 6 loaves
- Butter - 1 kilo
- Cream cheese - 2 kilo
- Young cheese - 3 kilos
- Brie - 2 kilos
- Ham - 2 kilos
- Smoked chicken breast - 2 kilo
- Hummus - 2 kilos
- Cucumbers - 8 pieces
- Tomatoes - 5 kilos
- Lettuce - 6 heads
- Bell peppers - 3 kilos
- Red onions - 1 kilo
- Grapes - 5 kilos
- Apples - 50 pieces
- Melons - 4 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Mixed nuts - 3 kilo
- Olives - 2 kilos
- Cherry tomatoes - 3 kilos
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pesto dressing - 3 bottles
- Pasta salad - 8 kilo
- Potato salad - 8 kilos
- Green salad - 6 kilos
- Vegetarian wraps - 60 pieces
- Chicken wraps - 60 pieces
- Vegetarian quiche - 6 pieces
- Mini meatballs - 5 kilos
- Brownies - 60
- Mini muffins - 60 pieces
- Napkins - 300 pieces
- Coffee filters - 2 boxes
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Sponges - 6 pieces
- Microfiber cloths - 12 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces

Tips

Plan tableware by guest count, then add a small buffer: around 10% extra plates, dessert plates, glasses and cutlery sets prevents shortages when items are dropped or used twice.
For a coffee service, count one coffee cup per guest plus at least 10% spare. Arrange coffee machines, kettles and thermos flasks before setup day so drinks can be served as soon as guests arrive.
Prepare the registration supplies together in one box: name badges, holders, the attendance list and pens. Keep it at the registration desk rather than packing these items with the decorations.
Check the presentation setup at least one day ahead. Match the projector and projection screen, then test the speakers, microphone, extension cords and power strips in the actual room.
Do not leave chilled drinks and buffet service until the last hour. Confirm coolers, serving platters, cutting boards and serving tongs when deliveries are confirmed, and chill drinks several hours before opening.

Frequently asked questions

What tableware do I need for a relationship day?: Plan one plate, dessert plate, glass and cutlery set per guest, then add about 10% spare. Include serving platters, tablecloths and serving tongs for the buffet.
How many coffee cups should I buy for a relationship day?: Allow one coffee cup per guest plus 10% extra. For 50 guests, prepare at least 55 cups and enough coffee-making capacity for the busiest service period.
When should I prepare the name badges and registration supplies?: Prepare them at least one day before the relationship day and place them at the registration desk before doors open. Keep 10% extra badges available for late registrations or spelling changes.
When should I test the projector and microphone?: Test the projector, screen, speakers and microphone at least one day before the event, using the same cables and room layout. Do a second sound and image check 30 minutes before guests arrive.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.