What to buy for a candidate meeting

A candidate meeting needs more than coffee and chairs. You’ll need a clear registration point, reliable presentation equipment, tableware for catering, and enough drinks for guests, candidates, and the organising team. Use this shopping list alongside the confirmed registration numbers and dietary requirements. Buy shelf-stable supplies early, then collect fresh catering close to the meeting so it is ready to serve without creating storage problems.

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What to bring

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

Furniture

Tablesqty 10
Chairsqty 90
Registration desk
Buffet tablesqty 4
Stoolsqty 6

Equipment

Laptopqty 2
Projector
Projection screen
Wireless microphonesqty 2
Microphone stand
Speakersqty 2
Extension cordsqty 4
Power stripsqty 4
HDMI cablesqty 3
Presentation clicker
Power banksqty 2

Tableware

Coffee cupsqty 90
Water glassesqty 90
Wine glassesqty 90
Dinner platesqty 90
Dessert platesqty 90
Knivesqty 90
Forksqty 90
Spoonsqty 90
Serving spoonsqty 8
Serving plattersqty 8
Serving tongsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Cutting boardsqty 4
Chef's knifeqty 2
Bread knivesqty 2
Scissorsqty 2
Measuring cupsqty 2

Decorations

Name badgesqty 90
Tableclothqty 10
Plantsqty 6
Flagsqty 6
Directional signsqty 8
Name badges for candidatesqty 12

Lighting

Table lampsqty 6
String lightsqty 4

Cleaning

Waste binsqty 6
Bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2
Cleaning glovesqty 6

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Green tea - 1 box
- Herbal tea - 1 box
- Sugar - 2 packs
- Mints - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Lemons - 10 pieces
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Sparkling water - 12 bottles
- Still water - 18 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Alcohol-free beer - 48 bottles
- Red wine - 8 bottles
- White wine - 8 bottles
- Rosé - 4 bottles
- Beer - 48 bottles
- Ice cubes - 10 bags
- Mini water bottles - 48 pieces
- Baguettes - 12 pieces
- Whole grain bread - 8 loaves
- White rolls - 60 pieces
- Whole wheat rolls - 60 pieces
- Mini wraps - 80 pieces
- Butter - 1 kilo
- Cream cheese - 2 kilo
- Young cheese - 3 kilos
- Aged cheese - 2 kilo
- Ham - 2 kilos
- Chicken breast - 2 kilos
- Smoked salmon - 1 kilo
- Hummus - 2 kilos
- Egg - 60 pieces
- Cucumbers - 8 pieces
- Tomatoes - 4 kilos
- Arugula - 1 kilo
- Bell peppers - 12 pieces
- Red onions - 2 kilos
- Olives - 2 kilos
- Feta - 1 kilo
- Herb butter - 1 kilo
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Peanut butter - 2 jars
- Jam - 3 jars
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snack mix - 4 bags
- Mixed nuts - 3 bags
- Cheese sticks - 4 packs
- Grapes - 5 kilos
- Apples - 60 pieces
- Bananas - 40 pieces
- Oranges - 40 pieces
- Cherry tomatoes - 3 kilos
- Brownies - 80 pieces
- Cookies - 8 packs
- Vegan sandwiches - 20 pieces
- Vegetarian sandwiches - 30 pieces
- Gluten-free rolls - 10 pieces
- Vegan wraps - 20 pieces
- Vegetarian wraps - 20 pieces
- Gluten-free wraps - 10 pieces
- Pasta - 5 kilos
- Pesto - 6 jars
- Pasta salad - 8 kilo
- Green salad - 6 kilos
- Potato salad - 6 kilos
- Dressing - 4 bottles
- Baguettes - 8 pieces
- Garlic sauce - 3 bottles
- Napkins - 600 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant spray - 2 bottles
- Sponges - 12 pieces
- Tea towels - 12 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Bread bags - 2 packs
- Diet food labels - 1 pack
- Disposable buffet napkins - 300 pieces

Tips

Plan around the final registration count, then add roughly 10% extra cups, glasses, plates, and cutlery. Late registrations and unplanned guests are common at candidate meetings.
Allow two to three drinks per person for the first hour, then one drink per person per additional hour. Include water as well as coffee or other refreshments, especially during long panel discussions.
Check dietary requirements at least 7 days before the meeting and label suitable food clearly. Keep serving utensils separate so guests can identify options without opening every dish.
Test the laptop, projector, screen, microphones, speakers, HDMI cables, and presentation clicker at least 24 hours beforehand. Pack extension cords, power strips, and power banks rather than assuming the venue has enough outlets.
Prepare the registration desk before doors open, with name badges, the attendance list, and printed programmes. Keep spare badges and pens available; replacing a missing badge during the first five minutes is harder than preparing ten extras.

Frequently asked questions

How much food and drink do I need for a candidate meeting?: Use the confirmed guest count as your baseline and add about 10% for catering and tableware. For drinks, plan two to three per person in the first hour and one per person for each later hour.
When should I buy supplies for a candidate meeting?: Buy shelf-stable drinks, napkins, disposable items, and other non-perishables 3 to 7 days beforehand. Pick up fresh catering on the meeting day or no more than 24 hours before it, depending on storage and food-safety requirements.
What presentation equipment is needed for a candidate meeting?: Prepare a laptop, projector, projection screen, HDMI cables, presentation clicker, microphones, microphone stand, and speakers. Test the complete setup at least 24 hours before the meeting and bring extension cords and power strips.
How many name badges and programmes should I print?: Print one name badge and one programme for every registered attendee, candidate, stakeholder, and organiser. Add at least 10% spare copies, or a minimum of 5 extras for a small meeting.

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