Business dinner shopping list

A business dinner needs more than food and drinks. You also need the right plates, glasses, serving equipment, coffee setup and practical items for registration and room setup. Plan quantities from the guest count, then add a small buffer for breakages, spills and unexpected guests. Check dietary requirements before buying ingredients, and arrange chilled drinks, dessert ingredients and tableware early enough to avoid a last-minute supermarket run.

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What to bring

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

Furniture

Tablesqty 5
Chairsqty 36
Buffet tableqty 2
Registration desk
Clothing rack

Tableware

Dinner platesqty 36
Deep platesqty 36
Dessert platesqty 36
Coffee cupsqty 36
Water glassesqty 40
Wine glassesqty 40
Coffee spoonsqty 36
Dinner cutlery setsqty 40
Serving plattersqty 8
Serving spoonsqty 8

Kitchen

Cutting boardsqty 4
Chef's knifeqty 3
Measuring cupsqty 2
Mixing bowlsqty 4
Food warmersqty 4
Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4

Equipment

Coolersqty 3
Extension cordsqty 3
Power stripsqty 3
Microphone
Speakerqty 2
Name stickersqty 40
Pensqty 10

Decorations

Table runnersqty 5
Tealight holdersqty 20
LED tea lightsqty 20
Flower arrangementsqty 5
Place card holdersqty 36
Menu standsqty 5

Cleaning

Waste binsqty 4
Cleaning bucketqty 2
Mopsqty 2
Dustpan and brushqty 2

Catering

Groceries
- Chicken breast - 5 kilograms
- Vegetarian chicken pieces - 1 kilogram
- Potatoes - 7 kilograms
- Carrots - 3 kilogram
- Broccoli - 3 kilograms
- Zucchini - 2 kilogram
- Mixed salad - 2 kilogram
- Cherry tomatoes - 2 kilograms
- Cucumbers - 4 pieces
- Red onions - 1 kilogram
- Garlic - 4 bulbs
- Lemons - 12 pieces
- Fresh parsley - 4 bunches
- Fresh thyme - 4 bunches
- Chicken broth - 6 liters
- Vegetable broth - 2 liters
- Cooking cream - 3 liters
- Olive oil - 2 liters
- Butter - 1 kilogram
- Flour - 1 kilogram
- Salt - 500 grams
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Curry powder - 250 grams
- Balsamic vinegar - 500 milliliters
- Honey - 500 grams
- Mustard - 500 grams
- Mayonnaise - 1 liter
- Ketchup - 1 liter
- Baguettes - 8 pieces
- Cream cheese - 1 kilogram
- Olives - 1 kilogram
- Mixed nuts - 1 kilogram
- Grapes - 3 kilograms
- Strawberries - 2 kilograms
- Dessert cookies - 4 packs
- Vanilla ice cream - 4 liters
- Chocolate sauce - 1 liter
- Coffee - 1 kilogram
- Tea - 100 bags
- Sugar - 1 kilogram
- Milk - 6 liters
- Oat milk - 3 liters
- Still water - 24 bottles
- Sparkling water - 24 bottles
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- White wine - 8 bottles
- Red wine - 10 bottles
- Non-alcoholic beer - 24 bottles
- Beer - 24 bottles
- Ice cubes - 10 kilograms
- Paper napkins - 100 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Garbage bags - 30 pieces
- Dish soap - 2 bottles
- Dishwasher tablets - 30 pieces
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Sponges - 6 pieces
- Kitchen gloves - 2 pairs

Tips

Plan one complete dinner cutlery set, dinner plate, water glass and wine glass per guest, plus at least 10% extra for replacements. Add deep plates and dessert plates only if those courses are on the confirmed menu.
For drinks, calculate two to three drinks per person for the first hour, then one drink per person for each additional hour. Chill the first batch before guests arrive and keep spare bottles in coolers.
Allow one serving platter and one serving spoon for each separate dish or buffet item. Prepare cutting boards, a chef’s knife, measuring cups and mixing bowls before food preparation starts.
Set aside coffee cups, coffee spoons, a coffee maker, kettles and thermos flasks if coffee is served after dinner. One thermos flask per 10 to 12 guests keeps service manageable without constant refilling.
Do not leave registration and room logistics until the day itself: bring the registration desk, attendance list, place cards, extension cords and power strips at least one day before setup. Test the microphone and speaker before guests arrive.

Frequently asked questions

How many plates and glasses do I need for a business dinner?: Buy one dinner plate, one water glass and one wine glass per guest, then add at least 10% extra. For 40 guests, that means 44 of each frequently used item.
How much food and drink should I buy for a business dinner?: Use the confirmed menu and guest count as the base, then add roughly 10% for unexpected portions and late changes. For drinks, plan two to three per guest in the first hour and one per guest per additional hour.
When should I buy and chill drinks for a business dinner?: Buy non-perishable drinks and supplies at least 2 to 3 days ahead. Chill the first service batch 6 to 12 hours before the dinner, and keep backup drinks in coolers.
What equipment is easy to forget for a business dinner?: Check power strips, extension cords, food warmers, serving spoons, coffee equipment and a registration desk 1 to 2 days before the event. Test the microphone and speaker on the setup day rather than just before guests enter.

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