What you need for a sustainability dialogue

A sustainability dialogue needs more than chairs and a projector. You will need reusable tableware, clearly labelled catering, registration materials and reliable equipment for presentations and group discussion. Check quantities against your final attendance numbers, then add a small buffer for cups, plates, pens and name badges. Confirm borrowed or reserved equipment at least one week before the event, and buy or collect catering supplies two to three days ahead.

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What to bring

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

Furniture

Chairsqty 80
Tablesqty 10
Buffet tablesqty 3
Coat racksqty 2

Tableware

Reusable coffee cupsqty 80
Reusable drinking glassesqty 100
Reusable platesqty 100
Reusable cutleryqty 100
Serving plattersqty 12
Coffee potsqty 4
Teapotsqty 3
Water jugsqty 8

Equipment

Laptop
Projector
Projection screen
Portable speakerqty 2
Wireless microphonesqty 2
HDMI cableqty 2
Power stripsqty 6
Extension cordsqty 6
Rechargeable batteriesqty 12

Presentation

Flip chartsqty 6
Flip chart paperqty 8
Whiteboardsqty 3
Markersqty 30
Sticky notesqty 12
Pensqty 80
Adhesive tapeqty 6
Writing foldersqty 70

Registration

Name badge holdersqty 80
Registration formsqty 90
Program flyersqty 90
Directional signsqty 8

Decorations

Table runnersqty 10
Plantsqty 8

Lighting

LED table lampsqty 8

Kitchen

Coolersqty 4
Cutting boardsqty 4
Bread knivesqty 4
Serving tongsqty 8
Serving spoonsqty 8
Food labelsqty 40

Cleaning

Waste sorting binsqty 4
Reusable cleaning clothsqty 12
Bucketsqty 3
Mopsqty 3
Broom setsqty 2
Hand broomsqty 2

Catering

Groceries
- Coffee - 4 packs
- Black tea - 3 boxes
- Herbal tea - 2 boxes
- Oat milk - 8 liters
- Semi-skimmed milk - 6 liters
- Granulated sugar - 2 kilos
- Loose sugar - 1 kilo
- Honey - 2 jars
- Sparkling water - 12 bottles
- Still water - 18 bottles
- Apple juice - 8 liters
- Orange juice - 8 liters
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Lemons - 12 pieces
- Cucumbers - 10 pieces
- Bell peppers - 12 pieces
- Cherry tomatoes - 3 kilos
- Carrots - 3 kilos
- Grapes - 4 kilos
- Apples - 5 kilo
- Bananas - 4 kilos
- Whole wheat bread - 12 loaves
- Whole wheat rolls - 80 pieces
- Whole wheat wraps - 60 pieces
- Plain hummus - 3 kilo
- Hummus with paprika - 2 kilos
- Cream cheese - 2 kilo
- Young cheese - 3 kilos
- Vegan cheese - 2 kilo
- Avocados - 20 pieces
- Arugula - 1 kilo
- Mixed salad - 2 kilos
- Olives - 2 kilos
- Sun-dried tomatoes - 1 kilo
- Walnuts - 1 kilo
- Sunflower seeds - 1 kilo
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Wholegrain crackers - 8 packs
- Olive oil - 2 liters
- Balsamic vinegar - 1 bottle
- Salt - 1 pack
- Black pepper - 1 jar
- Mayonnaise - 2 jars
- Vegan mayonnaise - 2 jars
- Mustard - 2 jars
- Ketchup - 2 bottles
- Dish soap - 2 bottles
- Dishwasher tablets - 1 box
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Residual waste bags - 30 pieces
- PMD waste bags - 20 pieces
- Paper trash bags - 10 pieces
- Hand soap - 4 bottles
- Paper towels - 6 packs

Tips

Plan one reusable drinking glass, coffee cup, plate and set of cutlery per participant, plus at least 10% extra. This prevents shortages when items are left at tables or used more than once.
Provide two to three drinks per person for the first hour, then about one drink per person for each additional hour. Include water jugs and label food clearly for every dietary requirement collected during registration.
Prepare one name badge holder and one printed program per attendee, with 10% extra. Bring spare pens and adhesive tape; these are often needed when badges or signs are changed at the last minute.
For presentations, check the laptop, projector, screen, HDMI cable, power strips and extension cords together at least one week before the dialogue. Test every presentation and video on the actual laptop before guests arrive.
For discussion work, allow one marker for every two participants, one flip chart sheet per working group, and a pack of sticky notes for each table. Set out writing folders and pens before opening the venue so participants can start immediately.

Frequently asked questions

What should I buy for a sustainability dialogue?: Plan reusable cups, glasses, plates, cutlery, serving platters, coffee and tea equipment, water jugs, catering and labels for dietary requirements. You will also need name badges, programs, pens, presentation materials and any missing AV cables or power equipment.
How many cups and plates do I need per person?: Use one reusable coffee cup, drinking glass, plate and cutlery set per participant, then add 10% extra. For 50 participants, prepare at least 55 of each item where possible.
How much food and drink should I plan for a dialogue?: Plan two to three drinks per person for the first hour and one more per person for every additional hour. Order catering from the confirmed registration total, add about 10% extra portions, and separate or label dietary options before serving.
When should I prepare the shopping list and equipment?: Make the first list when registrations open and update it after dietary requirements are checked. Confirm reserved equipment at least one week before the event, and collect or buy perishable catering supplies two to three days beforehand.

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