What you need for a safety evening
A safety evening needs more than chairs and a presentation. You also need a clear registration point, working microphones, visible directions and enough cups, plates and serving equipment for the full programme. Use this shopping list to prepare the venue, support demonstrations and keep refreshments moving without blocking the evacuation routes. Check borrowed equipment at least one day before the event, and buy or collect consumables after the final guest count is known.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 8
- Chairsqty 80
- Dressing tablesqty 2
- Stoolsqty 4
Equipment
- Projector
- Projection screen
- Laptop
- Wireless microphonesqty 2
- Speakersqty 2
- Power stripsqty 4
- Extension cordsqty 4
- Presentation clicker
- Power banksqty 2
Tableware
- Coffee cupsqty 80
- Glassesqty 80
- Platesqty 80
- Cutlery setsqty 80
- Serving plattersqty 8
- Coffee potsqty 4
- Thermos flasksqty 4
Kitchen
- Kettlesqty 2
- Cutting boardsqty 3
- Knivesqty 4
- Serving tongsqty 6
- Coolersqty 3
Decorations
- Name card holdersqty 80
- Tablecloth setsqty 8
- Information boardsqty 6
- Directional signsqty 12
- Flip chartsqty 2
- Flipchart markersqty 2
Lighting
- LED lightsqty 4
Safety
- Flashlightsqty 4
- Safety vestsqty 6
- First aid kit
- Fire blanketsqty 2
- Barrier tapeqty 2
Registration
- Clipboardsqty 4
- Ballpoint pensqty 30
- Registration formsqty 100
- Name badgesqty 100
- Pen holdersqty 2
Cleaning
- Waste binsqty 6
- Hand brushes and dustpanqty 2
- Mopsqty 2
- Bucketsqty 2
Catering
- Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Sweetener - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 3 liters
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Sparkling mineral water - 6 bottles
- Still mineral water - 10 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Snack mix - 3 bags
- Whole grain crackers - 6 packs
- White crackers - 3 packs
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Young cheese - 2 kilos
- Chicken breast topping - 1 kilo
- Cucumbers - 6 pieces
- Cherry tomatoes - 2 kilos
- Carrots - 2 kilo
- Grapes - 3 kilos
- Apples - 40 pieces
- Bananas - 30 pieces
- Mini sandwiches - 100 pieces
- Vegetarian wraps - 30 pieces
- Vegan wraps - 15 pieces
- Gluten-free crackers - 2 packs
- Gluten-free rolls - 10 pieces
- Olives - 3 jars
- Napkins - 300 pieces
- Paper cups - 100 pieces
- Stir sticks - 200 pieces
- Aluminum foil - 1 roll
- Cling film - 1 roll
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Dishwasher tablets - 1 pack
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Hand soap - 4 bottles
Tips
- Prepare one registration setup with the final guest list, name card holders and information boards. Print the list on the day before the event and bring a few blank name cards for late changes.
- Test the projector, projection screen, laptop, wireless microphones, speakers and presentation clicker together at least 24 hours before the safety evening. Pack power strips, extension cords and power banks with the equipment rather than leaving them for setup time.
- Plan serving equipment as a complete set: coffee cups, glasses, plates, cutlery sets, serving platters and serving tongs. For refreshments, provide at least 2–3 drinks per person for the first hour, then adjust for the programme length.
- Keep kettles, coffee pots, thermos flasks, coolers, cutting boards and knives together in one catering area. Set this area away from doors, corridors and marked evacuation routes so queues do not narrow the exit.
- Bring directional signs and flip charts before opening the venue, not when guests arrive. Put signs at the entrance, registration desk and route to the presentation area, then check every evacuation route remains visible and unobstructed.
Frequently asked questions
- What should I buy for a safety evening?
- Plan for refreshments, tableware and presentation support: coffee cups, glasses, plates, cutlery sets, serving platters, coffee pots, thermos flasks, kettles, coolers and serving tongs. You will also need equipment such as a projector, screen, laptop, microphones, speakers, power strips and extension cords.
- How many drinks do I need for a safety evening?
- Allow 2–3 drinks per person for the first hour, then add about 1 drink per person for each additional hour. Keep chilled drinks in coolers and reserve coffee supplies separately so the refreshment table can be replenished quickly.
- When should I test the safety evening equipment?
- Test the projector, screen, laptop, microphones, speakers and clicker at least 24 hours before the event. Check the power strips and extension cords during the same test, then repeat a short connection check when the venue opens.
- What do I need at the registration desk?
- Set up the final guest list, name card holders, name badges and information boards before doors open. Print the guest list at least one day in advance and bring spare blank badges for changes or walk-in guests.
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