What you need for a sponsor evening

A sponsor evening needs more than drinks and name badges. Plan for a reception desk, buffet service, tableware, presentation equipment and clear signage so guests can move through the evening without delays. Use your confirmed registration list to calculate quantities, including dietary requirements and speaker needs. Buy or collect disposable supplies at least two days ahead, and chill drinks and prepare snacks on the day itself.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Buffet tablesqty 3
Reception desk
Tableclothsqty 10

Tableware

Dinner platesqty 75
Dessert platesqty 75
Coffee cupsqty 70
Water glassesqty 80
Wine glassesqty 80
Cutlery setsqty 80
Serving plattersqty 12
Small bowlsqty 16

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Cutting boardsqty 3
Chef's knivesqty 3
Bowl tongsqty 8
Serving spoonsqty 6

Equipment

Laptop
Projector
Projection screen
Wireless microphonesqty 2
Speakersqty 2
Extension cordsqty 4
Power stripsqty 4
Live cablesqty 3

Decorations

Balloonsqty 80
Balloon pumpqty 2
Buntingqty 8
Flower arrangementsqty 6
Name badgesqty 70

Lighting

LED light stringsqty 6
Table lampsqty 8

Catering

Coolersqty 4
Drink dispensersqty 3
Serving plattersqty 12
Serving trays with lidsqty 6
Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Sweetener - 1 box
- Milk - 6 liters
- Oat milk - 3 liters
- Spa Blauw - 6 bottles
- Spa Red - 4 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Tonic - 2 bottles
- Orange juice - 4 cartons
- Apple juice - 3 packs
- Beer - 6 crates
- Alcohol-free beer - 2 crates
- White wine - 8 bottles
- Red wine - 6 bottles
- Rosé - 4 bottles
- Bubbles - 6 bottles
- Lemons - 12 pieces
- Cucumbers - 6 pieces
- Cherry tomatoes - 3 kilos
- Grapes - 3 kilos
- Apples - 40 pieces
- Mixed nuts - 2 kilos
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snack mix - 4 bags
- Olives - 4 jars
- Cheese - 3 kilos
- Brie - 6 pieces
- Grape jam - 2 jars
- Baguettes - 12 pieces
- Crackers - 8 packs
- Hummus - 6 tubs
- Herb butter - 6 tubs
- Mini wraps - 120 pieces
- Smoked chicken breast - 2 kilo
- Cream cheese - 1 kilo
- Arugula - 6 bags
- Pasta - 4 kilo
- Pesto - 6 jars
- Parmesan cheese - 1 kilo
- Pasta salad - 8 kilo
- Green salad - 6 kilos
- Potato salad - 6 kilos
- Grilled vegetables - 5 kilos
- Chicken skewers - 120 pieces
- Vegetarian skewers - 40 pieces
- Garlic sauce - 3 bottles
- Satay sauce - 3 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Salt - 1 tin
- Pepper - 1 can
- Paprika powder - 1 jar
- Oil - 2 bottles
- Brownies - 80 pieces
- Mini pastries - 80 pieces
- Whipped cream - 6 cans
- Ice cubes - 20 kilo
- Napkins - 200 pieces
- Paper straws - 100 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Parchment paper - 1 roll
- Paper towels - 6 rolls
- Garbage bags - 30 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Toilet paper - 24 rolls
- Hand soap - 4 bottles

Cleaning

Waste binsqty 6
Broomqty 2
Mopqty 2
Bucketsqty 2
Dustpan and brushqty 2
Cleaning glovesqty 4

Tips

Allow two to three drinks per guest for the first hour, then about one drink per hour after that. Include water for every guest and keep extra glasses available near the buffet.
Provide one dinner plate, one dessert plate, one coffee cup, one water glass and one wine glass per guest, plus at least 10% extra for replacements and late arrivals.
Prepare the buffet with serving platters, small bowls, tongs and serving spoons before guests arrive. Keep separate utensils for dishes that contain common allergens.
Test the laptop, projector, screen, speakers and wireless microphones at least two hours before doors open. Pack extension cords, power strips and live cables together so setup does not stall.
Prepare name badges and place them at the reception desk before the first guest arrives. Keep a small reserve of blank badges and a marker for registration changes or missing names.

Frequently asked questions

How much food do I need for a sponsor evening?: For a drinks-led evening, plan roughly 6 to 8 bite-sized pieces per guest over two to three hours, with more if no meal is served. Add separate portions for every confirmed dietary requirement and order at least 10% extra for late changes.
How many drinks should I buy for a sponsor evening?: Use two to three drinks per person for the first hour and one drink per person for each additional hour. Buy water for every guest and keep at least 10% extra drinks available for unexpected attendees.
When should I prepare the equipment for a sponsor evening?: Set up and test the presentation, sound system and microphones at least two hours before guests arrive. Check every cable, power strip and extension cord during the same test rather than waiting until the program starts.
What tableware is needed for a sponsor evening?: Plan one dinner plate, dessert plate, coffee cup, water glass, wine glass and cutlery set per guest, plus 10% spare. Add serving platters, small bowls, tongs and serving spoons for the buffet.

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