What you need for walk-in consultation hours

For walk-in consultation hours, prepare for short visits, waiting time and private conversations happening at the same time. Your shopping list needs to cover the reception desk, registration forms, refreshments, clear wayfinding and screened discussion areas. Bring enough pens and printed forms for the expected number of visitors, plus spare supplies in case conversations run over. Check equipment and charging needs before opening, because missing cables or empty printers can delay every appointment.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 36
Queue barriersqty 4
Paravansqty 4
Coat racksqty 2

Tableware

Reusable mugsqty 40
Glassesqty 40
Teaspoonsqty 40

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 2

Equipment

Laptopsqty 6
Printersqty 2
Extension cordsqty 6
Power stripsqty 6
Mobile phonesqty 6
Charging cablesqty 8
USB sticksqty 4
Paper shredder

Lighting

Desk lampsqty 4

Decorations

Information boardsqty 8
Clipboardsqty 12
Tableclothsqty 8

Office

Notepadsqty 20
Ballpoint pensqty 40
Markersqty 12
Staplersqty 4
Tape dispensersqty 4
Paper binsqty 6

Cleaning

Waste binsqty 6
Cleaning bucketsqty 2
Mopsqty 2
Broom setsqty 2
Hand soap dispensersqty 3
Hand sanitizer pumpsqty 4

Catering

Groceries
- Coffee - 4 packs
- Tea bags - 4 boxes
- Decaf coffee - 1 pack
- Milk - 6 liters
- Oat milk - 3 liters
- Coffee creamer - 2 packs
- Sugar - 2 packs
- Mints - 1 box
- Lemons - 6 pieces
- Stirrers - 100 pieces
- Still mineral water - 8 bottles
- Sparkling mineral water - 6 bottles
- Apple juice - 4 liter
- Orange juice - 4 liters
- Cola - 3 liters
- Cola Zero - 3 liter
- Herbal tea - 2 boxes
- Biscuits - 6 packs
- Wholegrain crackers - 4 packs
- Hummus - 4 tubs
- Young cheese - 1 kilo
- Cucumbers - 4 pieces
- Cherry tomatoes - 1 kilo
- Apples - 40 pieces
- Bananas - 30 pieces
- Grapes - 2 kilos
- Paper napkins - 4 packs
- Coffee filters - 2 packs
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Hand soap - 3 bottles
- Disinfectant wipes - 4 packs
- Trash bags - 2 rolls
- Paper cups - 50 pieces
- Paper plates - 50 pieces
- Aluminum foil - 1 roll
- Cling film - 1 roll

Tips

Prepare at least one clipboard, notepad and ballpoint pen per active conversation room, plus 10 extra pens at reception. Visitors often take pens with them or leave forms unfinished.
Plan two to three drinks per visitor for the first hour, then adjust for the expected duration. Use reusable mugs and glasses, and chill drinks before the venue opens.
Bring one printed FAQ set for the reception desk and one for each information point, with at least 10 spare copies. Print signage before setup so staff are not searching for a printer during arrivals.
Allow one table and two chairs for each registration or information point, then add queue barriers if several visitors may arrive together. Keep coats away from discussion areas with coat racks near the entrance.
Test every laptop, printer, mobile phone and charging cable at least 24 hours beforehand. Pack spare extension cords, power strips and a USB stick with the necessary files.

Frequently asked questions

What do I need to buy for walk-in consultation hours?: Plan for registration supplies, printed forms, FAQs, signage, pens, notepads, refreshments and room-separation equipment. For each active conversation room, allow at least two chairs, one table, one clipboard and one pen, with 10% extra stationery.
How many drinks should I provide for walk-in consultation hours?: Allow two to three drinks per visitor for the first hour, including coffee, tea or chilled drinks. Add extra if visitors are likely to wait longer than 30 minutes or if staff will stay for several hours.
How many printed forms and FAQs do I need?: Print one form per expected visitor plus 10% spare copies. Keep one FAQ set at reception and one at every information point, with another 10 copies available for replacements.
When should I prepare the equipment and shopping?: Buy or collect supplies at least two days before the consultation hours. Test laptops, printers, cables and power equipment 24 hours before opening, and chill drinks on the day itself.

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