Board meeting shopping list

A board meeting needs more than a table and a presentation screen. Plan the drinks, coffee, snacks, dinner service and meeting supplies around the number of attendees and the meeting length. Water, coffee and dietary requirements are easy to underestimate, while serving items and extension cords are often noticed only when setup has started. Use the shopping list below alongside the agenda and room plan, and check quantities at least two days before the meeting.

Organize this event for free with Lizzt

What to bring

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

Furniture

Meeting tablesqty 3
Chairsqty 16
Buffet table

Tableware

Platesqty 20
Bowlsqty 20
Cutlery setsqty 20
Drinking glassesqty 24
Coffee cupsqty 16

Equipment

Laptop
Projector
Projection screen
Presentation clicker
Extension cordsqty 3
Power stripsqty 3
Flip chart
Flip chart paper
Wall clock

Kitchen

Coffee maker
Kettlesqty 2
Cutting boardsqty 2
Serving utensilsqty 6
Pitcherqty 2
Coolersqty 2

Catering

Serving bowlsqty 6
Serving plattersqty 4
Coffee thermosesqty 2
Water carafesqty 3
Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 1 box
- Herbal tea - 1 box
- Sugar - 1 pack
- Milk - 4 liters
- Oat milk - 2 liter
- Still mineral water - 12 bottles
- Sparkling mineral water - 8 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Orange juice - 4 liters
- Apple juice - 2 liter
- Red wine - 6 bottles
- White wine - 4 bottles
- Alcohol-free beer - 12 bottles
- Baguettes - 6 pieces
- Whole grain bread - 3 loaves
- Butter - 500 grams
- Hummus - 4 tubs
- Cream cheese - 3 tubs
- Young cheese - 1,5 kilogram
- Smoked chicken breast - 800 grams
- Vegetarian spread - 4 tubs
- Mixed salad - 2 kg
- Cucumbers - 6 pieces
- Cherry tomatoes - 1 kilogram
- Bell peppers - 6 pieces
- Olives - 3 jars
- Grapes - 2 kilogram
- Apples - 16 pieces
- Bananas - 12 pieces
- Nut mix - 1 kilogram
- Paprika chips - 3 bags
- Plain chips - 3 bags
- Toasts - 4 packs
- Herb butter - 4 tubs
- Pasta - 2 kilograms
- Pesto - 4 jars
- Pasta sauce - 4 jars
- Parmesan cheese - 500 grams
- Grilled vegetables - 2 kilograms
- Olive oil - 1 bottle
- Balsamic vinegar - 1 bottle
- Salt - 1 pack
- Black pepper - 1 jar
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Paper towels - 4 rolls
- Napkins - 3 packs
- Dish soap - 2 bottles
- All-purpose cleaner - 1 bottle
- Trash bags - 2 rolls
- Toilet paper - 2 packs

Cleaning

Dish brushesqty 2
Microfiber clothsqty 6
Trash binsqty 3
Hand soap dispensersqty 2

Tips

Plan 2–3 drinks per person for the first hour, then 1–2 drinks per person for each additional hour. Include still and sparkling water, and chill drinks before participants arrive.
For coffee and tea, allow 3–4 hot drinks per person for a full-day board meeting. Prepare enough hot water, coffee cups, teaspoons and at least two coffee thermoses so service does not stop during a discussion.
Match plates, bowls, cutlery sets and drinking glasses to the confirmed attendance, then add 10% spare. For 12 attendees, that means 14 of each frequently used item rather than exactly 12.
Buy snacks and fruit for the breaks, but confirm dietary requirements before shopping. Set aside clearly identified alternatives instead of placing all food together on one buffet.
Check presentation and serving equipment at least one day before the meeting. Test the laptop, projector, clicker, cables and power strips, and keep serving utensils, water carafes and cleanup supplies ready before setup begins.

Frequently asked questions

What do I need for a board meeting?: Plan meeting tables and chairs, a laptop, projector, projection screen, clicker, cables and power strips. You will also need agenda and meeting documents, name badges, water, coffee, tea, snacks, dinner service and cleanup supplies.
How many drinks should I buy for a board meeting?: Allow 2–3 drinks per person for the first hour and 1–2 additional drinks per person for every later hour. Buy at least one extra serving per person if the meeting includes dinner or warm conditions.
How much coffee do I need for a full-day board meeting?: Allow 3–4 cups per person for a full-day meeting, plus tea for people who do not drink coffee. For 10 attendees, prepare roughly 30–40 hot drinks and have two coffee thermoses or equivalent serving capacity.
When should I prepare the board meeting shopping list?: Finalise the list at least two days before the meeting, after registrations and dietary requirements are confirmed. Check equipment, chilled drinks and room supplies again the day before setup.

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.