What you need for a shadowing day

A shadowing day needs more than name badges and printed schedules. You will be moving visitors between rooms, serving drinks and snacks, and switching between presentations, tours and registration. Plan supplies by visitor count and by room so escorts do not have to search for materials during the day. This checklist helps you buy or bring the items people most often arrange too late, including dietary catering, power equipment and reception supplies.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Registration desk
Buffet tablesqty 3
Stoolsqty 12

Tableware

Reusable cupsqty 90
Platesqty 80
Bowlsqty 30
Cutlery setsqty 80
Coffee cupsqty 50
Serving spoonsqty 8

Equipment

Coffee machinesqty 2
Kettlesqty 2
Projector
Projection screen
Laptopsqty 3
Extension cordsqty 6
Power stripsqty 6
Portable speakersqty 2

Kitchen

Serving traysqty 6
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Coolersqty 4
Thermos flasksqty 6
Water carafesqty 8

Office supplies

Name badgesqty 80
Pensqty 80
Program leafletsqty 80
Presentation foldersqty 10
Clipboardsqty 10
Tapeqty 6
Scissorsqty 4
Markersqty 12
Directional signsqty 20

Decorations

Tableclothsqty 10
Buntingqty 6
Flower arrangementsqty 6

Lighting

Mood lightingqty 4

Cleaning

Waste binsqty 8
Cleaning bucketsqty 3
Broom and dustpanqty 3
Mopsqty 3
Cleaning glovesqty 6
Microfiber clothsqty 20

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Mints - 1 box
- Milk - 6 liters
- Oat milk - 3 liters
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Ice tea - 4 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Lemons - 10 pieces
- Apples - 60 pieces
- Bananas - 40 pieces
- Grapes - 4 kilos
- Cucumbers - 6 pieces
- Carrots - 3 kilos
- Cherry tomatoes - 3 kilos
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 6 bags
- Hummus - 6 tubs
- Salsa - 4 jars
- Nut mix - 2 kilo
- Crackers - 6 packs
- Baguettes - 12 pieces
- Whole grain bread - 8 loaves
- Wraps - 8 packs
- Young cheese - 3 kilos
- Hummus for bread - 2 kilos
- Chicken breast slices - 2 kilos
- Peanut butter - 2 jars
- Jam - 2 jars
- Lettuce - 8 heads
- Tomatoes - 3 kilos
- Bell peppers - 12 pieces
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pasta salad - 8 kilo
- Vegetarian pasta salad - 4 kilos
- Cookies - 6 packs
- Brownies - 4 boxes
- Napkins - 300 pieces
- Paper straws - 100 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Trash bags - 40 pieces
- Paper towels - 6 rolls
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Dish soap - 3 bottles
- Dishwasher tablets - 30 pieces
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 4 packs

Tips

Prepare one name badge, pen and printed program for every visitor, then add 10% extra for last-minute registrations or damaged badges. Keep the spare badges and pens at the registration desk.
For the first hour, plan two to three drinks per person, including water, coffee or tea and other refreshments. Chill drinks in advance and keep one cooler or serving area available for overflow.
Separate snacks and catering by dietary requirement before visitors arrive. Label each group clearly and prepare at least one serving utensil per dish so dietary options are not mixed.
Count presentation rooms before bringing projectors, screens, laptops, extension cords and power strips. Test every setup at least 60 minutes before the first tour, including sound through the portable speakers.
Print one program per visitor and one route sign for every decision point, plus two spare programs per room. Put presentation folders, clipboards and room materials together before distributing them so escorts can collect a complete set.

Frequently asked questions

What stationery do I need for a shadowing day?: Prepare one name badge, pen and program leaflet per visitor, plus 10% spare badges and pens. Keep clipboards and presentation folders for escorts, registration staff or visitors who need to take notes.
How many drinks should I buy for a shadowing day?: For the first hour, allow two to three drinks per person. Add extra water for tours and keep chilled drinks in coolers or on the buffet so the registration desk is not used as a drinks station.
How early should I test the presentation equipment?: Test projectors, screens, laptops, speakers, extension cords and power strips at least 60 minutes before visitors arrive. Check each room separately because a working setup in one room does not confirm that another has the right connections.
How much catering do I need for shadowing day visitors?: Plan one snack portion per visitor for a short morning program and add 10% spare portions for late registrations or damaged servings. Separate dietary options before setup and use dedicated serving spoons for each dish.

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