What you need for a build information meeting

A build information meeting needs more than chairs and a projector. You will need a clear registration setup, presentation equipment, visitor materials and refreshments that can be served quickly before and during the meeting. Use the expected visitor count to calculate cups, glasses, plates and drinks, then check every cable and adapter before the room opens. This list also covers the small items that are often forgotten, such as spare batteries, name badge holders and route signs.

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What to bring

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

Furniture

Tablesqty 10
Chairsqty 80
Dressing tablesqty 2
Stoolsqty 6

Equipment

Projector
Projection screen
Laptop
HDMI cableqty 2
HDMI adaptersqty 3
Wireless microphonesqty 3
Microphone stand
Portable speaker
Power stripsqty 5
Extension cordsqty 5
Presentation clicker

Lighting

Standing lampsqty 4
Spare batteriesqty 12

Tableware

Coffee cupsqty 80
Glassesqty 80
Platesqty 80
Cutlery setsqty 80

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Serving plattersqty 8
Serving spoonsqty 8
Bottle openersqty 2

Decorations

Tableclothsqty 10
Name badge holdersqty 80
Directional signsqty 8
Information boardsqty 6
Waste binsqty 6

Cleaning

Broomqty 2
Vacuum cleaner
Mop set
Cleaning bucketqty 2

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 packs
- Mints - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 6 pieces
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Mini water bottles - 80 pieces
- Baguettes - 12 pieces
- Wholemeal bread - 6 loaves
- Butter - 1 kilo
- Young cheese - 2 kilos
- Aged cheese - 1 kilo
- Ham - 1 kilo
- Chicken breast topping - 1 kilo
- Hummus - 1 kilo
- Cream cheese - 1 kilo
- Cucumbers - 6 pieces
- Tomatoes - 2 kilos
- Lettuce - 4 heads
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snacks - 4 bags
- Mini butter cookies - 6 packs
- Apples - 40 pieces
- Bananas - 30 pieces
- Grapes - 4 kilos
- Diet-free sandwiches - 20 pieces
- Gluten-free rolls - 10 pieces
- Vegan topping options - 10 portions
- Paper napkins - 200 pieces
- Stir sticks - 200 pieces
- Paper cups - 100 pieces
- Aluminum foil - 1 roll
- Cling film - 1 roll
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- All-purpose cleaner - 2 bottles
- Dish soap - 2 bottles
- Hand soap - 4 bottles
- Disinfectant wipes - 4 packs
- Toilet freshener - 4 pieces

Tips

Plan for 2–3 drinks per person during the first hour, then 1 drink per person for each additional hour. Include coffee, tea and water rather than relying on one beverage option.
Bring at least 10% more coffee cups, glasses, plates and cutlery sets than the confirmed visitor count. This covers breakage, seconds and visitors who use a fresh cup.
Test the projector, screen, laptop, HDMI cable, adapters and presentation clicker at the venue at least 60 minutes before the first presentation. Pack a spare HDMI adapter if several laptops will be used.
Prepare one name badge holder per registered visitor, plus 5–10 blank holders for late registrations or corrections. Keep the printed visitor list at the registration table rather than with the presentation materials.
Pack power strips and extension cords for every equipment cluster, with at least one spare extension cord. Put spare batteries with the microphones and presentation clicker before leaving for the venue.

Frequently asked questions

What do I need for a build information meeting?: Bring seating and tables, a projector and screen, a laptop, HDMI connections, microphones, power strips, extension cords and a presentation clicker. You also need visitor materials, name badge holders, route signs, handouts and refreshments with serving items.
How many drinks should I buy for a build information meeting?: Allow 2–3 drinks per person for the first hour and 1 drink per person for every additional hour. Buy at least 10% extra to cover unexpected visitors and refills.
How many cups and plates do I need per visitor?: Use one coffee cup and one glass per visitor as a minimum, plus 10% extra. For food, allow one plate and one cutlery set per person, with additional items if the meeting lasts longer than two hours.
When should I test the equipment for a build information meeting?: Test all presentation and audio equipment at the venue at least 60 minutes before visitors arrive. Check the laptop, projector, screen, HDMI connections, microphones, speaker, clicker and power supply together rather than separately.

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