What you need for a speed networking event

A speed networking event needs more than tables and chairs. You also need a clear registration point, name badges, discussion cards, table service and enough equipment to keep several rounds moving without delays. Use this list to shop for the essentials and check what must be available before guests arrive. Plan quantities from your final participant list, especially for glasses, cups, plates, coffee and refreshments.

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What to bring

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

Furniture

Network tablesqty 12
Chairsqty 70
Registration desk
Buffet tablesqty 3
Coat racksqty 2

Tableware

Reusable drinking glassesqty 100
Wine glassesqty 80
Coffee cupsqty 70
Dinner platesqty 80
Dessert platesqty 80
Cutlery setsqty 80
Serving plattersqty 12
Serving tongsqty 8
Coffee spoonsqty 70

Equipment

Wireless microphoneqty 2
Speakersqty 2
Laptop
Presentation screen
Extension cordsqty 4
Power stripsqty 4
Hot platesqty 2
Kettlesqty 2
Coffee machinesqty 2
Coolersqty 4

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Serving spoonsqty 8
Thermos flasksqty 6
Ice cube traysqty 4

Decorations

Name badgesqty 80
Table numbersqty 12
Tableclothqty 15
Pensqty 80
Flipchart padsqty 4
Markersqty 20
Directional signsqty 8

Lighting

Mood lightingqty 6

Cleaning

Waste binsqty 8
Broomsqty 2
Floor squeegeesqty 2
Mopsqty 3
Bucketsqty 3

Catering

Groceries
- Coffee - 4 packs
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 2 kilos
- Milk - 8 liters
- Oat milk - 4 liters
- Lemon - 12 pieces
- Still Water - 48 bottles
- Sparkling water - 48 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Ginger ale - 6 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Non-alcoholic beer - 24 bottles
- Beer - 72 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 6 bottles
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Mixed nuts - 3 kilo
- Salty sticks - 4 bags
- Olives - 4 jars
- Grapes - 5 kilos
- Apples - 50 pieces
- Bananas - 30 pieces
- Mini carrots - 3 kilos
- Cucumber - 8 pieces
- Cherry tomatoes - 3 kilos
- Hummus - 12 tubs
- Tortilla wraps - 100 pieces
- Cream cheese - 3 kilos
- Young cheese - 4 kilos
- Boiled ham - 3 kilos
- Smoked chicken breast - 3 kilos
- Lettuce - 10 heads
- Pesto - 8 jars
- Mayonnaise - 2 bottles
- Mustard - 2 bottles
- Ketchup - 2 bottles
- Pasta salad - 12 kilos
- Green salad - 8 kilos
- Baguettes - 30 pieces
- Herb butter - 20 tubs
- Vegetarian quiche - 8 pieces
- Vegan pasta salad - 4 kilo
- Gluten-free rolls - 20 pieces
- Vegan spread - 2 kilos
- Brownies - 80 pieces
- Fresh fruit for dessert - 6 kilos
- Napkins - 200 pieces
- Paper straws - 100 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Trash bags - 40 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- Dishwasher tablets - 30 pieces
- All-purpose cleaner - 2 bottles
- Cleaning sponges - 12 pieces
- Nitrile gloves - 2 boxes

Tips

Prepare one name badge and one set of discussion cards per participant, plus at least 10% extra for last-minute registrations, damaged cards or spelling changes.
For drinks, allow 2 to 3 servings per person during the first hour, then add water and soft drinks for the remaining programme. Chill drinks before doors open and keep a backup cooler available.
Count coffee cups, drinking glasses and cutlery against your final guest list, then add 15% extra. This prevents shortages when used items are waiting at the buffet or registration desk.
Check the technical kit at least 24 hours beforehand: test the wireless microphone, speakers, laptop and presentation screen together, and bring extension cords and power strips for the actual room layout.
Buy or reserve serving equipment as well as food: buffet tables, serving platters, tongs and spoons are easy to overlook. Prepare coffee and tea supplies before registration starts so the first round is not delayed.

Frequently asked questions

How many name badges do I need for a speed networking event?: Prepare one badge for every registered participant and add 10% extra. For 80 participants, that means 88 badges, allowing for late registrations, replacements and corrections.
How many glasses and cups are needed for a networking event?: Count at least 1 reusable drinking glass per participant, plus 15% spare. For coffee and tea, provide 1 cup per person and keep at least 10 extra cups available for refills and helpers.
How much food and drink should I buy for speed networking?: For drinks, plan 2 to 3 servings per person during the first hour, then add water and soft drinks for the rest of the programme. Order catering from the final participant count, including collected dietary requirements, no later than 3 to 5 days before the event.
When should I check the equipment for a speed networking event?: Check the microphone, speakers, laptop, screen, extension cords and power strips at least 24 hours before the event. Test them in the planned room layout and keep a spare connection option available if possible.

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