What you need for a Wmo information evening

A Wmo information evening needs more than coffee and chairs. You will need clear printed information, working presentation equipment, an organised reception point and catering that matches the number of registrations and dietary requirements. Allow at least one accessible seat per person who needs it, plus space for interpreters or other aids. Use this shopping list alongside your plan so supplies are ready before the room is opened.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Tableclothsqty 8
Stoolsqty 6
Coat racksqty 2

Tableware

Coffee cupsqty 80
Glassesqty 80
Platesqty 80
Cutlery setsqty 80
Serving spoonsqty 8

Equipment

Laptop
Projector
Projection screen
Wireless microphonesqty 2
Speakersqty 2
HDMI cablesqty 2
Extension cordsqty 4
Power stripsqty 4
Power banksqty 2

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 2
Cutting boardsqty 2
Bread knivesqty 2
Serving plattersqty 8
Serving boardsqty 6
Cool bagsqty 2

Information

Information leafletsqty 120
Program flyersqty 80
Name stickersqty 80
Pensqty 40
Clipboardsqty 8
Notepadsqty 40
Feedback formsqty 80
Visitor badgesqty 80
Directional signsqty 8
Flip chart
Flip chart sheetsqty 30
Markersqty 12

Cleaning

Waste binsqty 6
Mopsqty 2
Bucketsqty 2
Hand broomsqty 2
Dustpan and brushqty 2
Cleaning glovesqty 6
Hand soap dispensersqty 4
Disinfecting gelqty 4

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Hot chocolate - 2 packs
- Sugar - 2 packs
- Mints - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Still water - 8 bottles
- Sparkling water - 4 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Mini wholegrain rolls - 80 pieces
- Mini white rolls - 60 pieces
- Young cheese - 2 kilograms
- Aged cheese - 1 kilogram
- Chicken breast slices - 1 kilogram
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Halal chicken breast topping - 1 kilogram
- Cucumbers - 6 pieces
- Tomatoes - 2 kilograms
- Lettuce - 4 heads
- Apples - 60 pieces
- Bananas - 40 pieces
- Grapes - 4 kilograms
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Low-salt crackers - 4 packs
- Gluten-free crackers - 2 packs
- Low-allergen cookies - 4 packs
- Stir sticks - 200 pieces
- Paper napkins - 200 pieces
- Paper coffee filters - 2 packs
- Cling film - 2 rolls
- Aluminum foil - 1 roll
- Trash bags - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Sponges - 6 pieces
- Tea towels - 8 pieces
- Towels - 4 pieces
- Nitrile gloves - 2 boxes

Tips

Plan drinks for the full programme: allow two to three drinks per person during the first hour, then one drink per person for each additional hour. Include coffee, tea and water, and bring enough cups and glasses for one full serving round plus spare.
Prepare at least one printed programme flyer and one information leaflet per registered visitor, with 10% extra for walk-ins or damaged copies. Keep a separate batch at the reception and information tables.
Test the laptop, projector, screen, microphones and speakers at least 60 minutes before doors open. Pack the correct HDMI cable, extension cords, power strips and a power bank; missing connectors are often noticed only during setup.
Keep accessible seating free rather than filling every chair in advance. Leave clear routes to the reception, toilets and information tables, and reserve space for an interpreter, support worker or mobility aid when requested.
Bring serving platters, boards, knives, spoons and coolers or cool bags before catering arrives. Check dietary requirements against the registration list at least 24 hours beforehand so special meals are labelled and easy to find.

Frequently asked questions

How much coffee and tea do I need for a Wmo information evening?: Plan two to three hot drinks per person for the first hour and one additional drink per person for every extra hour. Add about 10% spare capacity, especially if registration numbers are not final.
How many printed leaflets should I bring?: Prepare one information leaflet and one programme flyer for every registered visitor, plus 10% extra. For 40 registrations, bring at least 44 copies of each.
What presentation equipment do I need for a Wmo information evening?: Bring a laptop, projector, projection screen, microphones, speakers, the required HDMI cable, extension cords and power strips. Test everything at least 60 minutes before the start and keep a power bank available for smaller devices.
How early should catering and accessibility supplies be ready?: Confirm catering quantities and dietary requirements at least 24 hours before the evening. Have accessible seating, reserved spaces and any interpreters or aids arranged before room setup begins, ideally 60 minutes before visitors arrive.

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