What you need for an advisory board meeting

An advisory board meeting needs more than a room, agenda and chairs. Plan the catering, tableware, stationery and presentation equipment around the number of attendees and the meeting length. Drinks, name badges and printed materials are easy to underestimate, while adapters, power strips and spare pens are often left until the last minute. Use the shopping list below to gather everything before the room opens and registration begins.

Organize this event for free with Lizzt

What to bring

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

Furniture

Meeting tablesqty 7
Chairsqty 36
Registration desk
Coat racksqty 2

Tableware

Coffee cupsqty 36
Water glassesqty 36
Tea glassesqty 36
Coffee spoonsqty 36
Cake platesqty 36
Serving plattersqty 6

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 2
Serving traysqty 4

Equipment

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

Lighting

Desk lampsqty 2

Decorations

Name badgesqty 36
Table signsqty 7

Office supplies

Ballpoint pensqty 40
Notepadsqty 36
Clipboardsqty 4
Staplersqty 2
Hole punchesqty 2
Paper cutter
A4 copier paperqty 3
Presentation foldersqty 4
Tapeqty 2
Arrow stickersqty 20

Cleaning

Waste binsqty 4
Dustpan and brushqty 2
Bucketsqty 2

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Mints - 1 box
- Semi-skimmed milk - 5 liters
- Oat milk - 2 liter
- Lemons - 6 pieces
- Flat mineral water - 24 bottles
- Sparkling mineral water - 12 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Bananas - 20 pieces
- Apples - 20 pieces
- Grapes - 4 tubs
- Mini cucumbers - 4 tubs
- Cherry tomatoes - 4 trays
- Paprika chips - 3 bags
- Plain chips - 3 bags
- Low-salt crackers - 4 packs
- Wholegrain crackers - 4 packs
- Rice cakes - 3 packs
- Hummus - 4 tubs
- Cream cheese - 3 tubs
- Young cheese - 2 kilos
- Turkey breast - 1 kilo
- Vegetarian spread - 4 tubs
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Paper napkins - 4 packs
- Stir sticks - 2 packs
- Paper coffee cups - 1 pack
- Paper towels - 4 rolls
- Toilet paper - 12 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Hand soap - 3 bottles
- Disinfectant wipes - 2 packs

Tips

Plan two to three drinks per person for the first hour, then one to two drinks per person for each additional hour. Include coffee, tea and water, and chill bottled drinks before attendees arrive.
Prepare one name badge, one notepad and at least two ballpoint pens per participant. Add 10% extra badges and stationery for late registrations, damaged badges or unexpected guests.
Print one attendance list for the registration desk and one complete meeting pack per attendee. Prepare at least five spare packs so you can handle last-minute additions without using the only copy.
Check the presentation setup at least 60 minutes before the meeting starts. Test the laptop, projector, screen, speakers, wireless microphones, HDMI cables, power strips and extension cords together rather than separately.
Set out serving platters, trays, cake plates, cups, glasses and spoons before catering arrives. Keep a spare tray and extra tableware available so refreshments can be replenished without interrupting the discussion.

Frequently asked questions

How many drinks do I need for an advisory board meeting?: Allow two to three drinks per person for the first hour and one to two for every hour after that. For a four-hour meeting, plan roughly five to seven drinks per attendee, including coffee, tea and water.
How many printed meeting packs should I prepare?: Print one pack for every confirmed participant and prepare at least five extra copies. Finish printing no later than the day before the meeting so missing pages can be replaced.
How many pens and notepads are needed for a board meeting?: Provide one notepad and two pens per participant, plus 10% extra supplies. For 20 attendees, that means 22 notepads and at least 44 pens.
When should I test the meeting equipment?: Test the laptop, projector, screen, microphones, speakers and cables at least 60 minutes before the meeting. Keep spare HDMI cables, power strips and extension cords in the room before participants arrive.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.