What you need for a veterinary information evening

Use this shopping list to prepare a veterinary information evening for attendees, speakers and registration staff. It covers the practical items people often arrange too late: presentation equipment, name badges, handouts, refreshments and serving supplies. Plan quantities from your registration count, then add a small margin for last-minute guests. Check dietary requirements before buying sandwiches or snacks, and test every cable, microphone and kettle before the evening starts.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Registration desk
Stools for speakersqty 4
Coat racksqty 2

Equipment

Laptop
Projector
Projection screen
Wireless microphonesqty 2
Speakersqty 2
Extension cordsqty 4
Power stripsqty 4
Presentation clicker

Tableware

Coffee cupsqty 60
Glassesqty 60
Platesqty 60
Cutlery setsqty 60
Serving plattersqty 8
Serving spoonsqty 8
Thermos flasksqty 4

Decorations

Tableclothsqty 8
Name card holdersqty 60
Information boardsqty 4

Office supplies

Registration formsqty 70
Pen setsqty 12
Flip chart
Flipchart markersqty 6
Tapeqty 2
Handoutsqty 70

Kitchen

Kettlesqty 2
Coffee maker
Coolersqty 2
Cutting boardsqty 2
Bread knivesqty 2

Cleaning

Waste binsqty 4
Dustpan and brushqty 2
Bucketsqty 2

Catering

Groceries
- Coffee - 2 packs
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Sweetener - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Still mineral water - 36 bottles
- Sparkling mineral water - 24 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 liter
- Lemon juice - 1 bottle
- Stirrers - 100 pieces
- Paper napkins - 150 pieces
- Soft rolls - 70 pieces
- Whole grain bread - 6 loaves
- Young cheese - 2 kilos
- Aged cheese - 1 kilo
- Chicken breast slices - 1 kilo
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Cucumbers - 8 pieces
- Tomatoes - 2 kilos
- Lettuce - 4 heads
- Butter - 500 grams
- Mayonnaise - 1 bottle
- Mustard - 1 jar
- Ketchup - 1 bottle
- Plain chips - 6 bags
- Paprika chips - 6 bags
- Salty popcorn - 4 bags
- Apples - 60 pieces
- Grapes - 4 kilos
- Cookies - 6 packs
- Gluten-free crackers - 3 packs
- Nut-free muesli bars - 60 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Cleaning sponges - 1 pack
- Hand soap - 3 bottles

Tips

Buy or prepare handouts for every registered attendee, plus around 10% extra for walk-ins or damaged copies. Keep the speaker presentations on the laptop and on a second USB drive.
For the registration desk, prepare one registration form or printed list, one pen set and one name badge holder per attendee, plus at least 10 spare badges.
Allow roughly two drinks per person during the first hour, then one drink per person for each additional hour. Chill bottled drinks in advance and fill the thermos flasks just before guests arrive.
For coffee and tea, provide one cup per guest and at least one kettle for each 30 to 40 attendees so the queue stays manageable. Add extra cups, glasses, plates and cutlery for speakers and catering staff.
Bring enough extension cords and power strips to reach the laptop, projector, speakers and microphone equipment without creating loose cables across walkways. Pack tape to secure cables and signage before registration opens.

Frequently asked questions

How many handouts do I need for a veterinary information evening?: Prepare one handout for every registered attendee and add 10% extra. For 50 registrations, print 55 copies so you can cover late arrivals and replacement copies.
How many drinks should I buy for a veterinary information evening?: Plan on two drinks per person for the first hour, followed by one drink per person for each additional hour. For a two-hour evening with 40 attendees, that means about 120 drinks, including a small buffer.
How many name badges and registration forms are needed?: Prepare one name badge and one registration form per registered attendee, plus 10% spare. With 50 attendees, have 55 badges and forms ready at the registration desk.
When should I test the projector and microphones?: Test the laptop, projector, screen, wireless microphones, speakers and cables at least 60 minutes before guests arrive. This leaves time to replace a missing adapter, move equipment or adjust the room layout.

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