What to buy for a solar panels evening

A solar panels evening needs more than presentation equipment and demo panels. Plan drinks and snacks for the registration period and breaks, plus enough cups, glasses, plates and cutlery for the expected attendance. Coffee stations need machines, kettles and thermos flasks, while refrigerated products should be bought close to the event and kept chilled. Use this list alongside the venue setup so missing cables, lighting or serving supplies are found before guests arrive.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Information deskqty 3
Coat rackqty 2

Presentation

Projection screen
Projector
Laptop
Presentation clicker
Flip chart
Flip chart paper
Markersqty 2

Equipment

Wireless microphonesqty 2
Speakersqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
Cable traysqty 8
Demo solar panelsqty 2
Converter model
Power meterqty 2

Lighting

LED lampsqty 6
Light standsqty 3

Tableware

Coffee cupsqty 70
Glassesqty 70
Platesqty 70
Cutlery setsqty 70

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Serving traysqty 6
Scissorsqty 3

Decorations

Information boardsqty 8
Tableclothsqty 8
Name badgesqty 80

Safety

Cable markers
Non-slip matsqty 6

Cleaning

Waste binsqty 6
Vacuum cleaner
Mop set

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Mints - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Lemons - 6 pieces
- Spa Blauw - 8 bottles
- Sparkling water - 6 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Apple juice - 3 packs
- Non-alcoholic beer - 24 bottles
- Apples - 6 kilos
- Bananas - 3 kilos
- Grapes - 3 kilos
- Baby carrots - 2 kilos
- Cucumbers - 6 pieces
- Cherry tomatoes - 2 kilos
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Tortilla chips - 4 bags
- Whole-grain baguettes - 8 pieces
- Cream cheese - 1 kilo
- Hummus - 1 kilo
- Young cheese - 1,5 kilo
- Vegetarian sandwich spread - 1 kilogram
- Butter - 500 grams
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Mustard - 1 jar
- Olives - 2 jars
- Salted nuts - 3 bags
- Gluten-free crackers - 2 packs
- Vegan cookies - 3 packs
- Stirrers - 100 pieces
- Napkins - 200 pieces
- Cling film - 1 roll
- Aluminum foil - 1 roll
- Paper towels - 4 rolls
- Garbage bags - 30 pieces
- Dishwasher tablets - 30 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 2 packs
- Toilet paper - 24 rolls

Tips

For the first hour, allow two to three drinks per person, then plan one drink per person for each additional hour. Buy a mix of chilled drinks and water, and chill them before the venue opens.
Count coffee cups, glasses, plates and cutlery by expected guests, then add at least 10% extra. Breakage, second servings and late arrivals are easy to overlook.
Buy refrigerated products on the day before or the morning of the event, depending on storage space. Keep them in coolers until the snack table is ready.
Test the projector, laptop, microphones, speakers and demo panels at least 2 hours before doors open. Check extension cords, power strips and cable trays at the same time.
Plan one information table for registration and another for the solar demonstrations if space allows. Put the converter model and power meter where guests can see them without handling live equipment.

Frequently asked questions

What drinks do I need for a solar panels evening?: Allow two to three drinks per person for the first hour and one drink per person for every hour after that. Include water and chilled options, and keep refrigerated drinks in coolers until serving.
How many cups, glasses and plates should I buy?: Plan one cup, glass and plate per guest, then add at least 10% extra. For a group of 40, that means 44 of each item before accounting for separate coffee service.
When should I buy refrigerated products for the event?: Buy them the day before if you have reliable cold storage, or on the morning of the event if you do not. Keep them chilled until the snack table is set up and check them before guests arrive.
What equipment should I check before a solar panels evening?: Test the projector, laptop, presentation clicker, microphones, speakers, mixer and demo panels at least 2 hours before opening. Also test power connections and place cables in trays to prevent trip hazards.

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