What to Buy for a Breakfast Meeting

A breakfast meeting needs more than coffee, pastries and plates. Plan the food and serving equipment around your final guest count, then allow extra time for chilled items, dietary meals and drink refills. This checklist covers the practical purchases and supplies for a buffet-style breakfast, including coffee service, fruit, bread, toppings and table setup. Confirm registrations and dietary requirements before buying fresh groceries, ideally two to three days before the meeting.

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What to bring

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

Furniture

Tablesqty 5
Chairsqty 35
Buffet tablesqty 2

Tableware

Breakfast platesqty 40
Coffee cupsqty 40
Drinking glassesqty 40
Knivesqty 40
Forksqty 40
Teaspoonsqty 40

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving plattersqty 8
Serving utensilsqty 8
Bread basketsqty 4
Cutting boardsqty 3
Bread knivesqty 2
Coolersqty 2
Juice jugqty 2
Milk and sugar bowlsqty 4
Coffee spoonsqty 10

Decorations

Table runnersqty 5
Flower arrangementsqty 5

Equipment

Extension cordsqty 3
Power stripsqty 3

Cleaning

Waste binsqty 3
Washing-up tubsqty 2
Cleaning clothsqty 8
Hand soap dispensersqty 2

Catering

Groceries
- Wholemeal bread - 6 loaves
- White bread - 4 loaves
- Mini buns or soft rolls - 45 pieces
- Croissants - 40 pieces
- Butter - 1 kilogram
- Margarine - 500 grams
- Young cheese - 1,5 kilogram
- Aged cheese - 1,5 kilogram
- Ham - 1.5 kilograms
- Chicken breast - 1 kilogram
- Vegetarian deli meats - 750 grams
- Cream cheese - 6 tubs
- Hummus - 6 tubs
- Young aged spreadable cheese - 4 tubs
- Strawberry jam - 3 jars
- Apricot jam - 2 jars
- Honey - 2 jars
- Peanut butter - 2 jars
- Chocolate spread - 2 jars
- Boiled eggs - 40 pieces
- Cucumbers - 5 pieces
- Tomatoes - 2 kilograms
- Bell peppers - 8 pieces
- Apples - 40 pieces
- Bananas - 35 pieces
- Grapes - 4 kilograms
- Oranges - 5 kilogram
- Yogurt - 5 liters
- Muesli - 2 kilograms
- Cornflakes - 1.5 kilogram
- Whole grain crackers - 5 packs
- Coffee beans or filter coffee - 1.5 kilograms
- Tea bags - 120 pieces
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Orange juice - 8 liters
- Apple juice - 6 liters
- Tap water - 10 liters
- Sparkling mineral water - 6 liters
- Sugar - 1 kilogram
- Mints - 1 box
- Cinnamon - 1 jar
- Salt - 1 pack
- Pepper - 1 jar
- Dish soap - 2 bottles
- Dishwasher tablets - 40 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Garbage bags - 30 pieces
- Tablecloths - 5 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Napkins - 100 pieces
- Hand soap - 2 bottles
- Hand sanitizer - 2 bottles

Tips

For the first hour, plan roughly two to three drinks per guest, then add extra coffee, tea and juice for meetings lasting longer than 60 minutes. Keep a second batch ready so the buffet does not run dry.
Buy fresh fruit, milk and other chilled products no earlier than one to two days before the meeting. Store them refrigerated as soon as they arrive, and use coolers if delivery or transport takes more than 30 minutes.
Allow at least one complete place setting per guest, plus 10% extra plates, cups, glasses and cutlery. Breakfast meetings often need replacements when items are dropped or guests return for a second serving.
Separate dietary meals before the buffet opens and label them clearly. Confirm each requirement at least 48 hours in advance so special bread, toppings or other groceries can be sourced rather than improvised on the morning.
Check coffee machines, kettles, extension cords and power strips the day before. Test the available sockets and avoid connecting several high-power appliances to one power strip.

Frequently asked questions

How much food do I need for a breakfast meeting?: For a light breakfast, allow about 2 to 3 bread portions, 1 piece of fruit and 1 egg per guest, adjusting for the meeting length and menu. Add around 10% extra for second servings and unexpected attendees.
How much coffee should I buy for a breakfast meeting?: Plan roughly 2 to 3 cups of coffee per person for the first hour, with tea and juice available as alternatives. Prepare or hold back an extra 10% of drinks so you can refill the buffet without a delay.
When should I buy groceries for a breakfast meeting?: Buy fresh groceries one to two days before the meeting and confirm the final guest count before shopping. Arrange deliveries and special dietary items at least 48 hours in advance.
How many plates and cups do I need for a breakfast buffet?: Provide one plate, coffee cup, glass and full set of cutlery per guest, then add 10% spare items. For 30 guests, that means at least 33 of each frequently used item.

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