What to Buy and Bring for Supplier Day

A Supplier Day needs more than catering and a presentation screen. You will also need a clear registration setup, enough seating and tables, serving equipment, drinks service, and reliable presentation technology. Use the confirmed attendee list to calculate quantities, then check dietary requirements before placing the catering order. Keep a small buffer for late registrations and replace anything that is missing or untested before guests arrive.

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What to bring

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

Furniture

Cocktail tablesqty 8
Dining tablesqty 8
Chairsqty 60
Buffet tablesqty 3
Registration desk
Coat rackqty 2

Tableware

Wine glassesqty 80
Beer glassesqty 80
Water glassesqty 80
Coffee cupsqty 60
Dinner platesqty 70
Dessert platesqty 70
Cutlery setsqty 70
Serving plattersqty 12
Serving utensilsqty 12

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Microphonesqty 2
Speakersqty 2
Microphone standsqty 2
Extension cordsqty 4
Power stripsqty 4
Presentation screen
Laptop
Clothes steamer

Decorations

Name card holdersqty 60
Tablecloth setsqty 12
Flower arrangementsqty 8
Welcome sign
Directional signsqty 6

Lighting

String lightsqty 6
LED lampsqty 8

Kitchen

Thermos flasksqty 4
Water carafesqty 8
Ice containersqty 4
Cutting boardsqty 3
Kitchen knivesqty 3
Bottle openersqty 4
Corkscrewsqty 3

Cleaning

Waste binsqty 6
Vacuum cleaner
Mop setqty 2
Cleaning bucketsqty 2
Towelsqty 12

Catering

Groceries
- Coffee - 2 packs
- Tea selection - 2 boxes
- Sugar - 2 packs
- Milk - 6 liters
- Oat milk - 3 liters
- Lemon - 6 pieces
- Spa Blauw - 48 bottles
- Spa Red - 24 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Tonic - 12 cans
- Ginger beer - 12 bottles
- Pilsner - 96 bottles
- Non-alcoholic beer - 24 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 6 bottles
- Prosecco - 6 bottles
- Ice cubes - 20 kilograms
- Baguettes - 12 pieces
- Mini wraps - 80 pieces
- Cream cheese - 2 kilograms
- Hummus - 2 kilograms
- Smoked salmon - 1 kilogram
- Young cheese - 2 kilograms
- Brie - 1 kilogram
- Dry-cured ham - 1 kilogram
- Grapes - 4 kilograms
- Apples - 40 pieces
- Cucumber - 8 pieces
- Cherry tomatoes - 3 kilograms
- Arugula - 6 bags
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Mixed nuts - 3 kilograms
- Olives - 2 kilograms
- Mayonnaise - 2 bottles
- Mustard - 2 jars
- Ketchup - 2 bottles
- Pesto - 4 jars
- Salt - 1 pack
- Pepper - 1 jar
- Olive oil - 2 bottles
- Mini quiches - 80 pieces
- Vegetarian snacks - 80 pieces
- Vegan snacks - 40 pcs
- Gluten-free sandwiches - 12 pieces
- Dessert glasses - 60 pieces
- Chocolate mousse - 60 servings
- Napkins - 200 pieces
- Cocktail picks - 200 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Garbage bags - 30 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Disinfectant wipes - 2 packs
- Hand soap - 4 bottles

Tips

Count one name badge and holder per registered attendee, plus 5–10% extra for late registrations or spelling changes. Keep blank badges and a marker at the registration table.
Plan drinks by attendance and programme length: allow two to three drinks per person for the first hour, then one drink per person per additional hour. Chill drinks in coolers before registration opens.
For catering, match dinner and dessert plates, cutlery sets, serving platters and serving utensils to the confirmed guest count, with at least 10% extra for replacements and seconds.
Do not leave presentation equipment until the event morning. Test the laptop, presentation screen, microphones, speakers, microphone stands, extension cords and power strips together at least one day beforehand.
Reserve furniture by function: registration table, buffet tables, dining tables, cocktail tables, chairs and a coat rack. Check the room layout before delivery so the registration area and presentation space do not block each other.

Frequently asked questions

What should I buy for a Supplier Day?: Plan for drinks, snacks, catering, tableware, furniture, registration materials, presentation equipment and basic room setup items. Use the attendee list to set quantities, then add 5–10% extra for badges, plates, cutlery and glasses.
How many drinks do I need for Supplier Day?: Allow two to three drinks per person for the first hour and one drink per person for every additional hour. Add extra water for the presentation area and keep all drinks chilled before guests arrive.
How many name badges and holders should I order?: Order one badge and holder per registered participant, plus 5–10% extra. For 80 attendees, prepare at least 84–88 badges so late registrations and corrections do not cause delays.
When should I test the Supplier Day equipment?: Test the laptop, presentation screen, microphones, speakers, stands, extension cords and power strips at least 24 hours before the event. Repeat a short sound and presentation check 60–90 minutes before registration opens.

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