What you need for an Anniversary Members’ Day

An Anniversary Members’ Day needs more than food and drinks. You’ll also need serving equipment, coffee supplies, registration materials, presentation equipment and a clear way to keep chilled drinks cold. Use the confirmed guest count to size quantities, then check dietary requirements before placing the catering order. Buy or collect items early enough to chill drinks, test the projector and pack everything for transport to the venue.

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What to bring

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

Furniture

Tablesqty 10
Chairsqty 90
Buffet tablesqty 3
Registration desk
High tablesqty 4
Coat racksqty 2

Tableware

Dinner platesqty 100
Pastry platesqty 100
Coffee cupsqty 100
Water glassesqty 120
Wine glassesqty 100
Coffee spoonsqty 100
Dinner cutlery setsqty 100
Serving plattersqty 12
Serving tongsqty 8
Serving spoonsqty 8
Coffee potsqty 4
Water jugsqty 8

Equipment

Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Laptops
Projector
Projection screen
Speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Charging cablesqty 3

Decorations

Balloonsqty 100
Balloon archesqty 2
Buntingqty 8
Tableclothsqty 10
Napkin holdersqty 10
Table decorationsqty 10
Photo backdrop
Photo wall propsqty 12
Photo framesqty 10
Name badgesqty 100
Pensqty 20

Lighting

LED light stringsqty 6
LED table lampsqty 10

Kitchen

Cutting boardsqty 4
Chef's knifeqty 3
Cake serverqty 2
Bread knivesqty 2
Aluminum foilqty 2
Cling filmqty 2
Serving apronsqty 6
Food warmersqty 6
Ice cube traysqty 4

Cleaning

Waste binsqty 6
Bucketsqty 3
Mopsqty 3
Broomqty 2
Dustpan and brushqty 2
Microfiber clothsqty 12
Washing-up bowlsqty 2
Rubber glovesqty 6

Catering

Groceries
- Coffee beans - 2 kilograms
- Decaf coffee - 500 grams
- Black tea - 100 tea bags
- Herbal tea - 50 bags
- Sugar - 2 kilograms
- Sweeteners - 200 pieces
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Whipped cream - 6 cans
- Still mineral water - 48 bottles
- Sparkling mineral water - 36 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Ginger ale - 6 bottles
- Tonic - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Non-alcoholic beer - 24 bottles
- Pilsner - 72 bottles
- White beer - 24 bottles
- Red wine - 10 bottles
- White wine - 10 bottles
- Rosé - 6 bottles
- Prosecco - 8 bottles
- Lemons - 12 pieces
- Limes - 12 pieces
- Fresh mint - 6 bunches
- Ice cubes - 15 kilograms
- Baguettes - 12 pieces
- Mini bake-off rolls - 100 pieces
- Butter - 1 kilogram
- Herb butter - 1 kilogram
- Young cheese - 2 kilograms
- Brie - 1 kilogram
- Hummus - 1 kilogram
- Cream cheese - 1 kilogram
- Raw ham - 1 kilogram
- Smoked chicken breast - 1 kilogram
- Cucumbers - 8 pieces
- Cherry tomatoes - 3 kilograms
- Bell peppers - 12 pieces
- Carrots - 2 kilogram
- Grapes - 4 kilograms
- Apples - 40 pieces
- Bananas - 30 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Salted Nuts - 2 kilograms
- Olives - 2 kilograms
- Snack mix - 2 kilogram
- Satay sauce - 2 liters
- Mayonnaise - 2 liter
- Ketchup - 2 liters
- Mustard - 1 liter
- Garlic sauce - 2 liters
- Olive oil - 1 liter
- Balsamic vinegar - 500 milliliters
- Mixed salad - 5 kilograms
- Cucumber salad - 3 kilograms
- Pasta salad - 6 kilogram
- Potato salad - 5 kilograms
- Raw vegetable salad - 4 kilogram
- Vegetarian quiche - 8 pieces
- Mini meatballs - 5 kilograms
- Chicken skewers - 5 kilograms
- Vegetarian skewers - 3 kilograms
- Potato gratin - 8 kilograms
- Baked vegetables - 6 kilograms
- Rice - 5 kilograms
- Vegan main dish - 15 servings
- Gluten-free sandwiches - 12 pieces
- Vegan sandwiches - 12 pieces
- Anniversary cake - 100 people
- Mini pastries - 120 pieces
- Vanilla ice cream - 5 liters
- Chocolate sauce - 2 bottles
- Coffee creamer cups - 200 pieces
- Cookies - 4 kilograms
- Paper napkins - 300 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- Dishwasher tablets - 50 pieces
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Hand sanitizer - 4 bottles

Tips

Plan tableware for the final guest count, plus roughly 10% extra plates, cups and glasses. Glasses are easily left at presentation or high tables, so a small buffer prevents a shortage during the event.
Allow two to three drinks per person for the first hour, then one drink per person per additional hour. Chill drinks the day before and fill the coolers before guests arrive.
Set aside one registration place for every 75 to 100 members, with name badges and the attendance list ready at least 30 minutes before doors open. Keep the registration desk separate from the buffet queue.
Test the laptop, projector, screen, speakers and microphone together at the venue at least one hour before the programme starts. Pack extension cords, power strips and charging cables in the same equipment box.
Count special meals from the confirmed dietary list and label them before serving. Send the final diet list to the caterer no later than 48 hours before the event, then keep a printed copy at the buffet.

Frequently asked questions

How much food and drink do I need for an Anniversary Members’ Day?: Use the final registration count for catering and add about 10% extra for plates, cups and cutlery. For drinks, allow two to three per person during the first hour and one per person for each additional hour.
When should I buy supplies for an Anniversary Members’ Day?: Buy non-perishable items and decorations 3 to 7 days beforehand. Buy fresh food according to the caterer’s schedule, and chill drinks at least 12 hours before the event.
How many glasses and plates do I need per member?: Provide one dinner plate and one pastry plate per guest, plus about 10% spare. Plan one water glass per person and enough wine glasses for the drinks service, with extra glasses available for guests moving between tables.
When should I prepare the presentation and sound equipment?: Load the presentation and test the laptop, projector, speakers and microphone at least 60 minutes before the programme. Bring extension cords, power strips and charging cables, and keep a printed run sheet as a backup.

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