What you need for a Sponsor Day

A Sponsor Day needs more than food and drinks. You will need a clear registration setup, seating and buffet furniture, tableware for the meal and dessert, and equipment for speaker presentations. Plan quantities from your confirmed registrations, then add a small reserve for last-minute attendees and breakages. Buy or collect chilled drinks, serving equipment and catering supplies early enough to check everything before the venue opens.

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What to bring

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

Furniture

Foldable tablesqty 10
Chairsqty 70
Bistro tablesqty 6
Buffet tablesqty 4
Registration desk
Speaker table
Coat racksqty 2
Waste binsqty 6

Tableware

Dinner platesqty 80
Dessert platesqty 80
Coffee cupsqty 70
Water glassesqty 80
Wine glassesqty 80
Coffee spoonsqty 70
Dinner knivesqty 80
Dinner forksqty 80
Serving spoonsqty 12
Serving plattersqty 16
Serving tongsqty 8
Carafesqty 10

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Mixing bowlsqty 6
Measuring cupsqty 2
Food warmersqty 4
Thermos flasksqty 5
Coolersqty 6
Ice cube traysqty 4

Equipment

Laptop
Projector
Projection screen
HDMI cablesqty 2
Extension cordsqty 6
Power stripsqty 6
Wireless microphoneqty 2
Speakersqty 2
Microphone stand
Power banksqty 4

Decorations

Sponsor bannersqty 8
Tableclothsqty 14
Name badgesqty 80
Program leafletsqty 80
Information foldersqty 70
Flower arrangementsqty 8
Balloonsqty 100
Balloon ribbonqty 2
Pensqty 40

Lighting

LED light stringsqty 6
Table lampsqty 6

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Green tea - 1 box
- Herbal tea - 1 box
- Sugar - 2 kilos
- Sweetener - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Lemon - 2 kilos
- Spa Blauw - 60 bottles
- Spa Rood - 36 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Tonic - 6 bottles
- Ginger ale - 6 bottles
- Apple juice - 8 liters
- Orange juice - 8 liters
- Alcohol-free beer - 36 bottles
- Pilsener - 48 bottles
- White wine - 12 bottles
- Rosé - 8 bottles
- Red wine - 8 bottles
- Prosecco - 6 bottles
- Ice cubes - 20 kilo
- Baguettes - 12 pieces
- Wholemeal bread - 6 loaves
- Mini croissants - 80 pieces
- Mini sandwiches - 100 pieces
- Butter - 1 kilo
- Cream cheese - 1,5 kilo
- Young cheese - 2 kilos
- Brie - 1 kilo
- Hummus - 1.5 kilos
- Chicken breast slices - 1.5 kilos
- Smoked salmon - 1 kilo
- Cucumber - 3 kilos
- Tomatoes - 3 kilos
- Arugula - 500 grams
- Bell peppers - 2 kilos
- Red onion - 1 kilo
- Olives - 1 kilo
- Grapes - 4 kilos
- Apples - 60 pieces
- Bananas - 40 pieces
- Strawberries - 3 kilos
- Melon - 4 pieces
- Mixed nuts - 2 kilos
- Walnuts - 500 gram
- Raisins - 500 grams
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted breadsticks - 6 bags
- Cheese cubes - 2 kilos
- Mini meatballs - 3 kilo
- Falafel - 2 kilos
- Mini quiches - 80 pieces
- Wraps - 80 pieces
- Chicken salad - 2 kilo
- Pasta salad - 4 kilo
- Potato salad - 4 kilos
- Green salad - 4 kilos
- Pasta - 5 kilos
- Pesto sauce - 1.5 kilo
- Tomato sauce - 3 liter
- Parmesan cheese - 1 kilo
- Chicken breast - 5 kilos
- Vegetarian burgers - 30 pieces
- Hamburger buns - 70 pieces
- Cheddar - 1.5 kilo
- Mayonnaise - 2 liter
- Ketchup - 2 liters
- Mustard - 1 liter
- Garlic sauce - 1,5 liters
- Barbecue sauce - 1 liter
- Salt - 500 grams
- Pepper - 250 gram
- Paprika powder - 250 gram
- Olive oil - 1 liter
- Spice mix - 3 bags
- Brownies - 80 pieces
- Mini muffins - 80 pieces
- Cookies - 8 packs
- Whipped cream - 2 liters
- Dessert sauce - 2 bottles
- Paper napkins - 300 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Sponges - 10 pieces
- Cleaning cloths - 20 pieces
- Rubber gloves - 6 pairs
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls

Tips

Plan one dinner plate, one dessert plate, one dinner fork and one dinner knife per guest, plus at least 10% extra for breakages or late additions. Set aside coffee cups, spoons and water glasses separately so they are easy to replenish.
Use the confirmed registration total when ordering catering, but keep drinks flexible. Chill the first supply before guests arrive and have coolers, carafes and ice ready for water and other refreshments.
Do not leave serving equipment until the catering arrives. Count serving spoons, tongs and platters in advance, and check that cutting boards, a chef’s knife and mixing bowls are available for final preparation.
Prepare the registration point before opening: bring the registration desk, name badges, printed programs and information packs together in one place. Keep spare pens and a separate pile for speakers and guests with special requirements.
Test the laptop and projector at least one day before Sponsor Day, then test them again at the venue. Bring presentations in a second format or on a second device so a connection or file problem does not delay the program.

Frequently asked questions

What tableware do I need for a Sponsor Day?: For each registered guest, plan one dinner plate, one dessert plate, one dinner fork, one dinner knife, one water glass and one coffee cup. Add about 10% extra, especially for plates and glasses.
How much extra catering should I order for Sponsor Day?: Base the order on confirmed registrations and add roughly 5–10% if the budget and caterer allow it. Submit dietary requirements as soon as registrations close, ideally at least 5 working days before the event.
When should I buy drinks and ice for Sponsor Day?: Buy non-perishable drinks and supplies several days ahead so you can check the quantities. Chill drinks the day before, and prepare or collect ice on the event day so it does not melt in storage.
What equipment is needed for Sponsor Day presentations?: Bring a laptop and projector, and test both at least 24 hours before the event. Collect the final presentations before the event and keep a backup copy on a second device or external drive.

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