Business lunch shopping list

A business lunch needs more than groceries: guests also need a complete place setting, clear name badges and reliable coffee service. Use this list to check what must be bought, borrowed or collected before guests arrive. Plan food around the final guest count and confirm dietary requirements before ordering. Keep chilled products, hot soup and drinks on separate timing schedules so nothing is left until the last minute.

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What to bring

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

Furniture

Tablesqty 6
Chairsqty 36
Buffet tablesqty 2
Coat racksqty 2

Tableware

Dinner platesqty 40
Bread platesqty 40
Soup bowlsqty 40
Water glassesqty 40
Wine glassesqty 40
Coffee cupsqty 40
Knivesqty 40
Forksqty 40
Spoonsqty 40
Serving spoonsqty 12
Serving plattersqty 8
Serving tongsqty 6

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Mixing bowlsqty 4
Soup potsqty 2

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Hot traysqty 3
Extension cordsqty 3

Decorations

Tableclothsqty 8
Flower arrangementsqty 6
Name badgesqty 40
Table number cardsqty 6

Catering

Groceries
- Mini rolls - 60 pcs
- Whole wheat bread - 5 loaves
- Wraps - 30 pieces
- Croissants - 30 pieces
- Butter - 1 kilo
- Young cheese - 2 kilos
- Brie - 1 kilo
- Hummus - 1 kilo
- Cream cheese - 1 kilo
- Back ham - 1.5 kilos
- Smoked chicken breast - 1,5 kilo
- Smoked salmon - 1 kilo
- Egg salad - 1 kilo
- Herb cream cheese - 750 grams
- Cucumber - 8 pieces
- Tomatoes - 2 kilos
- Arugula - 500 grams
- Mixed salad - 1.5 kilos
- Bell peppers - 8 pieces
- Red onion - 6 pieces
- Carrots - 1 kilo
- Cherry tomatoes - 1 kilo
- Feta - 750 gram
- Chickpeas - 6 cans
- Pasta - 1.5 kilo
- Pesto dressing - 3 bottles
- Yogurt dressing - 3 bottles
- Vegetable soup - 8 liters
- Breadsticks - 4 packs
- Apples - 30 pieces
- Bananas - 30 pieces
- Grapes - 3 kilos
- Melons - 3 pieces
- Brownies - 40 pieces
- Coffee - 3 packs
- Tea - 2 boxes
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 3 liters
- Spa Blauw - 4 crates
- Sparkling water - 2 crates
- Cola - 2 bottles
- Cola Zero - 2 bottles
- Orange juice - 6 liters
- Apple juice - 4 liter
- White wine - 6 bottles
- Red wine - 4 bottles
- Olive oil - 1 liter
- Balsamic vinegar - 500 milliliters
- Salt - 1 pack
- Black pepper - 1 jar
- Italian herbs - 1 jar
- Paper towels - 4 rolls
- Napkins - 100 pieces
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- Sponges - 6 pieces
- All-purpose cleaner - 2 bottles
- Toilet paper - 24 rolls

Tips

Allow one dinner plate, one bread plate, one soup bowl and one complete set of cutlery per guest, plus 10% extra for replacements. Add one water glass and, if wine is served, one wine glass per guest.
Plan two to three drinks per person for the first hour, then one drink per person for each additional hour. Chill bottled drinks several hours ahead and keep a separate supply of water available throughout the lunch.
Buy non-perishable groceries at least two days before the lunch, then collect bread, salads, fruit and other fresh products on the day itself. Check refrigerated items immediately on delivery rather than during table setup.
For buffet service, provide at least one serving spoon or pair of tongs for every dish, plus separate platters and cutting boards for bread and toppings. Label dishes with dietary information before guests begin serving themselves.
Count coffee cups, kettles or coffee machines, and extension cords before setup. Put coffee and tea out only after the meal area is ready, with enough cups, spoons and hot water for the full guest count.

Frequently asked questions

What do I need to buy for a business lunch?: Plan groceries, drinks, plates, bowls, glasses, cutlery and serving utensils for the confirmed guest count. Add 10% extra tableware and serving pieces, and prepare name badges and table number cards before the event day.
How much food and drink do I need for a business lunch?: Base food quantities on the final number of registered guests and add a small buffer for late changes. Allow two to three drinks per person during the first hour, followed by one drink per person per additional hour.
When should I shop for a business lunch?: Buy non-perishable items at least two days in advance. Pick up fresh groceries on the day of the lunch, and check chilled products as soon as they arrive so there is time to replace anything missing or unsuitable.
How many plates and glasses do I need per guest?: Provide one dinner plate, bread plate and soup bowl per person, plus one water glass and one wine glass when wine is served. Keep at least 10% extra plates, glasses and cutlery available for breakage or unexpected guests.

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