What you need for a roundtable discussion

A roundtable discussion needs more than a table and chairs. You will need clear registration materials, comfortable seating, reliable presentation equipment and enough coffee, tea, water and snacks for the full session. Plan tableware around your confirmed attendee count, then add a small buffer so late arrivals or extra servings do not cause problems. Check cables, microphones and presentation files before the room opens, because replacing missing equipment at the last minute is difficult.

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What to bring

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

Furniture

Tablesqty 6
Chairsqty 45
Registration desk
Buffet tableqty 2
Stoolsqty 4

Tableware

Coffee cupsqty 50
Water glassesqty 50
Wine glassesqty 50
Platesqty 50
Cutlery setsqty 50
Serving plattersqty 10
Serving tongsqty 6

Equipment

Laptop
Projector
Projection screen
Wireless microphonesqty 2
Microphone standsqty 2
Flip chart
Flipchart padsqty 3
Power banksqty 2
Extension cordsqty 4
Power stripsqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Cutting boardsqty 3
Bread knivesqty 3
Kitchen knivesqty 3
Ice packsqty 12

Decorations

Tablecloth setsqty 6
Name badgesqty 45
Name badge holdersqty 45
Wayfinding signsqty 4
Pensqty 50
Notepadsqty 45
Table numbersqty 6

Cleaning

Trash binsqty 4
Cleaning clothsqty 10

Lighting

Table lampsqty 6

Catering

Groceries
- Coffee beans - 2 kilos
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Whole milk - 6 liters
- Oat milk - 4 liters
- White sugar - 2 kilos
- Sweetener - 1 box
- Spa Blauw - 6 crates
- Spa Red - 3 crates
- Cola - 3 bottles
- Cola Zero - 3 bottles
- Sinas - 2 bottles
- Apple juice - 4 liter
- Orange juice - 4 liters
- Alcohol-free beer - 3 cases
- White wine - 8 bottles
- Red wine - 6 bottles
- Beer - 4 crates
- Lemons - 2 kilos
- Fresh mint - 4 bunches
- Coffee milk - 2 bottles
- Butter - 500 grams
- Mini croissants - 50 pieces
- Mini currant buns - 50 pieces
- Whole wheat bread - 5 loaves
- White rolls - 50 pieces
- Whole wheat rolls - 30 pieces
- Wraps - 50 pieces
- Young cheese - 2 kilos
- Brie - 1 kilo
- Smoked chicken breast - 1,5 kilo
- Back ham - 1 kilo
- Hummus - 1.5 kilos
- Cream cheese - 1 kilo
- Pesto - 4 jars
- Mayonnaise - 2 jars
- Mustard - 2 jars
- Arugula - 1 kilo
- Cucumbers - 8 pieces
- Cherry tomatoes - 2 kilos
- Bell peppers - 12 pieces
- Mixed salads - 6 bowls
- Pasta salad - 5 kilos
- Potato salad - 5 kilos
- Falafel - 2 kilos
- Olives - 2 kilos
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Mixed nuts - 2 kilos
- Salty sticks - 4 bags
- Cookies - 6 packs
- Brownies - 50 pieces
- Apples - 40 pieces
- Grapes - 4 kilos
- Bananas - 30 pieces
- Napkins - 200 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Hand soap - 4 bottles

Tips

Count one chair per registered participant, plus seats for the moderator, speakers and a small number of late arrivals. Arrange the tables so every participant can see the moderator and presentation screen.
Plan two to three drinks per person for the first hour, then about one drink per person for each additional hour. Put coffee, tea and water out before registration starts and keep extra supplies nearby.
Allow one plate, cutlery set, water glass and coffee cup per attendee, with at least 10% extra. Add serving platters and serving tongs for shared snacks so guests do not need to handle food directly.
Prepare one name badge for every participant, speaker and organiser, plus a printed participant list for the registration table. Keep spare blank badges and a marker available for last-minute changes.
Test the laptop, projector, screen and microphones at least 60 minutes before opening. Bring the required extension cords, power strips and power banks, and keep presentation files on the laptop as well as a backup drive.

Frequently asked questions

What should I buy for a roundtable discussion?: Plan for seating, a registration table, name badges, coffee and tea equipment, water glasses, plates, cutlery, snacks and presentation equipment. For a typical setup, buy or bring one place setting per attendee plus 10% spare items, and allow at least one hour for a full equipment test.
How many chairs do I need for a roundtable discussion?: Use one chair for every registered participant, then add chairs for the moderator, speakers and organisers. A practical buffer is 5 to 10% extra seating, especially when registrations are still open on the day before the discussion.
How much coffee and water should I provide for a roundtable?: Allow two to three drinks per person during the first hour and one additional drink per person for every following hour. Prepare coffee and tea before guests arrive, and keep coolers, water and extra cups accessible throughout the discussion.
When should I test the equipment for a roundtable discussion?: Complete the first equipment check at least 60 minutes before registration opens. Test the laptop, projector, screen, microphones, stands and every power connection, then keep presentation files available in two locations.

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