What you need for a traffic information evening

A traffic information evening needs more than chairs and a projector. You will need a clear registration point, presentation equipment that works together, and enough cups, glasses and serving items for the whole programme. Plan refreshments by attendance rather than room capacity, especially if the evening includes a break. This shopping list helps you check the easily missed items before materials, catering and equipment are brought to the venue.

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What to bring

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

Furniture

Chairsqty 60
Tablesqty 8
Registration desk
Presentation table
Stoolsqty 4

Equipment

Laptop
Projector
Projection screen
Wireless microphoneqty 2
Speakerqty 2
HDMI cableqty 2
Extension cordqty 4
Power stripqty 4
Presentation clicker

Tableware

Coffee cupsqty 60
Glassesqty 60
Platesqty 60
Forksqty 60
Knivesqty 60
Spoonsqty 60

Kitchen

Coffee potqty 3
Thermosqty 4
Water jugqty 4
Serving plattersqty 8
Serving tongsqty 6
Serving spoonsqty 4
Cutting boardsqty 2
Bread knivesqty 2
Coolersqty 3
Ice containersqty 2

Decorations

Name badgesqty 60
Badge holdersqty 60
Tableclothsqty 8
Information boardsqty 6
Clipboardsqty 4
Pensqty 20
Tapeqty 4
Arrow stickersqty 20
Flip chart
Flip chart sheets

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 1 box
- Herbal tea - 1 box
- Sugar - 1 kilogram
- Sweetener - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Spa Blauw - 8 bottles
- Sparkling mineral water - 6 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Lemons - 8 pieces
- Cookies - 6 packs
- Gluten-free cookies - 2 packs
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Mixed nuts - 3 bags
- Apples - 40 pieces
- Bananas - 30 pieces
- Grapes - 4 kilograms
- Sandwiches - 70 pieces
- Vegetarian sandwiches - 15 pieces
- Vegan sandwiches - 8 pieces
- Gluten-free buns - 5 pieces
- Unsalted butter - 2 packs
- Hummus - 4 tubs
- Cucumber - 6 pieces
- Cherry tomatoes - 3 kilograms
- Coffee filters - 1 pack
- Stir sticks - 1 pack
- Napkins - 4 packs
- Paper towels - 6 rolls
- Toilet paper - 2 packs
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 1 pack

Cleaning

Bucketsqty 2
Mopsqty 2
Broom
Dustpan and brush
Cleaning glovesqty 4
Waste binsqty 4
Waste sorting binsqty 3

Lighting

Standing lampsqty 2
LED lightsqty 4

Tips

Prepare one registration desk with the attendee list, name badges and pens, and place clear information signs at the entrance and along the route to the room.
For a presentation with several speakers, check the laptop, projector, screen, HDMI cable, clicker, microphone and speaker together at least 60 minutes before doors open.
Allow at least one coffee cup per attendee, plus 10% extra, and provide a similar number of glasses if water is served throughout the evening.
Bring two extension cords and at least one power strip if the presentation table and registration desk are not beside wall sockets. Tape or secure cables where people walk.
If food is served, match plates, forks, knives and spoons to the confirmed registrations, then add 10% spare. Keep serving tongs, serving spoons, cutting boards and bread knives separate from the eating utensils.

Frequently asked questions

What do I need for a traffic information evening?: You need seating and tables, a registration desk, a presentation table, presentation equipment, refreshments and serving items. Check every technical connection as one setup at least 60 minutes before the evening starts.
How many cups and glasses do I need for a traffic information evening?: Use the confirmed attendee number and add 10% spare. Plan at least one coffee cup per person, and one glass per person if water is available during the programme.
When should I test the projector and microphone?: Run the full sound and video test at least 60 minutes before attendees arrive. Keep a spare HDMI cable and an extension cord available because these are often noticed only during setup.
How much tableware should I buy for the catering?: Count one plate, fork, knife and spoon per confirmed attendee, then add 10% spare. Bring the serving tongs and serving spoons separately so guests do not have to use eating utensils for shared food.

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