Business trip shopping list

A business trip needs more than laptops and travel documents. Prepare the items for the journey, the meeting room and lunch before departure day, when missing cables or unlabelled bags are difficult to fix. This shopping list covers shared equipment, participant supplies, food-service items and practical cleaning materials. Use the confirmed participant count to calculate lunch packs, name badges, notebooks, cups and other per-person items, then check shared equipment separately.

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What to bring

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

Travel supplies

Travel document foldersqty 10
Luggage tagsqty 12
Backpacksqty 10
Power banksqty 10

Equipment

Laptopsqty 10
Laptop chargersqty 10
Presentation screen
HDMI cablesqty 2
Presentation clicker
USB sticksqty 3
Power stripsqty 3
Extension cordsqty 3

Office

Notepadsqty 12
Ballpoint pensqty 20
Presentation foldersqty 12
Name badgesqty 12
Badge holdersqty 12

Tableware

Reusable cupsqty 20
Coffee cupsqty 12
Platesqty 12
Cutlery setsqty 12
Serving plattersqty 4

Kitchen

Coolersqty 2
Thermos flasksqty 3
Bread knivesqty 2
Cutting boardsqty 2
Food containersqty 12
Ice packsqty 8

Cleaning

Hand sanitizerqty 2
Cleaning clothsqty 6
Waste binsqty 3

Catering

Groceries
- Whole grain bread - 4 loaves
- Whole wheat wraps - 20 pieces
- Young cheese - 1,5 kilo
- Back ham - 1 kilo
- Chicken breast topping - 1 kilo
- Hummus - 1 kilo
- Cream cheese - 500 grams
- Peanut butter - 1 jar
- Jam - 2 jars
- Tomatoes - 2 kilos
- Cucumbers - 6 pieces
- Bell peppers - 10 pieces
- Arugula - 500 grams
- Lettuce - 3 heads
- Carrots - 1 kilo
- Apples - 20 pieces
- Bananas - 20 pieces
- Grapes - 2 kilos
- Mandarins - 20 pieces
- Yogurt - 20 cups
- Muesli bars - 20 pieces
- Unsalted nuts - 1 kilo
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Snacks - 3 bags
- Cookies - 4 packs
- Cola - 6 bottles
- Cola Zero - 6 bottles
- sparkling water - 6 bottles
- Still water - 12 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Coffee - 3 packs
- Tea - 2 boxes
- Milk - 6 liters
- Oat milk - 3 liters
- Sugar - 1 kilo
- Mints - 1 box
- Lemons - 6 pieces
- Mayonnaise - 1 bottle
- Mustard - 1 jar
- Ketchup - 1 bottle
- Olive oil - 1 bottle
- Salt - 1 pack
- Black pepper - 1 jar
- Paper napkins - 3 packs
- Paper towels - 4 rolls
- Wet wipes - 3 packs
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- Toilet paper - 2 packs

Tips

Pack one travel document folder and one luggage tag for each participant, and keep a few spare tags available for last-minute changes. Add a backpack and a charged power bank if people will travel between locations.
Count one laptop, charger, notepad, ballpoint pen, presentation folder, name badge and badge holder per participant who needs them. Prepare the badges before departure so registration does not become a queue.
Bring the presentation screen, HDMI cables, presentation clicker, USB sticks, power strips and extension cords as shared equipment. Test the complete connection before leaving and carry at least one alternative way to access the presentations.
For lunch packs, use one food container and one cutlery set per person, with extra containers for dietary requirements or damaged packaging. Keep drinks in coolers with ice packs and use thermos flasks for hot drinks during the journey.
Count reusable cups, plates and serving platters for the group, then pack hand sanitizer and cleaning cloths with the food supplies. These are often left behind when shopping is split between travel items and meeting-room items.

Frequently asked questions

What should I buy for a business trip?: Buy travel document folders, luggage tags, backpacks and power banks for the journey. For the meeting, prepare laptops, chargers, presentation equipment, cables, notebooks, pens, folders and name badges, plus lunch and cleaning supplies.
How many lunch containers do I need for a business trip?: Prepare one food container and one cutlery set per participant, then add at least 2 spare sets for changes, spills or dietary requirements. Match the final quantity to the confirmed attendance list before shopping.
How many name badges and notebooks should I order?: Use one name badge, badge holder and notepad per attendee who will join the meeting. Have 2 to 5 spare badges and notebooks ready if the participant list may change close to departure.
When should I buy supplies for a business trip?: Buy non-perishable meeting and travel supplies at least 3 to 5 days before departure. Purchase or assemble lunch items the day before, and check chargers, cables, power banks and presentation files again before loading the luggage.

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