What to Buy for a Caregiver Meeting

A caregiver meeting needs practical supplies for registration, refreshments, presentations, and a comfortable room. Plan separate setups for coffee and tea, water, serving food, and attendee check-in so people do not queue in one place. Name badges, table signs, and printed materials are easy to overlook when shopping is left until the final day. Check quantities against your confirmed attendee list, then add enough spare supplies for late arrivals and replacements.

Organize this event for free with Lizzt

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Tableclothsqty 8
Coat racksqty 2
Waste binsqty 4

Tableware

Coffee cupsqty 60
Tea glassesqty 60
Water glassesqty 60
Platesqty 70
Cutlery setsqty 70
Serving plattersqty 10
Serving spoonsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Cutting boardsqty 3
Knivesqty 6
Coolersqty 3
Ice cube traysqty 4

Equipment

Laptop
Projector
Projection screen
HDMI cablesqty 2
Extension cordsqty 4
Power stripsqty 4
Portable microphone
Speaker

Decorations

Name badgesqty 60
Badge holdersqty 60
Table signsqty 8
Directional signsqty 8
Flower arrangementsqty 4

Lighting

Standing lampsqty 4

Cleaning

Bucketsqty 2
Mopsqty 2
Spongesqty 6
Microfiber clothsqty 12
Hand soap dispensersqty 4

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Chai or rooibos tea - 1 box
- Sugar - 1 kilo
- Sweetener - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Lemons - 6 pieces
- Still mineral water - 36 bottles
- Sparkling mineral water - 24 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Coffee milk - 2 bottles
- Butter - 500 grams
- Whole grain bread - 8 loaves
- White bread - 4 loaves
- Wholegrain crackers - 4 packs
- Young cheese - 2 kilos
- Aged cheese - 1 kilo
- Chicken breast topping - 1 kilo
- Hummus - 6 tubs
- Cream cheese - 6 tubs
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Cucumbers - 6 pieces
- Cherry tomatoes - 2 kilos
- Carrots - 2 kilo
- Bell peppers - 12 pieces
- Grapes - 3 kilos
- Apples - 60 pieces
- Bananas - 40 pieces
- Mandarins - 40 pieces
- Plain chips - 6 bags
- Paprika chips - 6 bags
- Low-salt crackers - 4 packs
- Mixed nuts - 2 kilos
- Raisins - 1 kilo
- Gluten-free crackers - 3 packs
- Gluten-free bread - 3 loaves
- Vegan spread - 4 tubs
- Lactose-free cheese - 500 grams
- Vegetable soup - 8 liters
- Tomato soup - 4 liters
- Wholemeal baguettes - 8 pieces
- Herb butter - 8 tubs
- Mixed salad - 5 kilos
- Cucumber salad - 3 kilos
- Pasta salad - 5 kilos
- Vegetarian wraps - 40 pieces
- Chicken breast strips - 3 kilos
- Falafel - 2 kilos
- Wrap sauce - 4 bottles
- Garlic sauce - 3 bottles
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olive oil - 1 bottle
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Italian herbs - 1 jar
- Cookies - 6 packs
- Vegan cookies - 3 packs
- Chocolate - 2 kilos
- Mini muffins - 60 pieces
- Cake - 3 pieces
- Napkins - 300 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Storage containers - 30 pieces
- Garbage bags - 30 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- Dishwasher tablets - 30 pieces
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Hand gel - 4 bottles

Tips

Plan one cup or glass per attendee for each service, plus 10% extra. Coffee cups, tea glasses, and water glasses are often used at the same time, so do not assume one item can cover every station.
For a meeting lasting two to three hours, prepare at least one coffee or tea serving per person and refill capacity for the first hour. Check that coffee machines, kettles, and thermos flasks are available before buying ingredients.
Put serving platters, serving spoons, plates, cutlery sets, cutting boards, and knives on the same shopping checklist as the food. These are commonly forgotten because they are not part of the refreshments themselves.
Bring one name badge and badge holder per registered participant, plus 10% spare. Pack table signs and route signs together so registration, refreshments, toilets, and the meeting room can be marked before attendees arrive.
Check technical supplies at least one day in advance: laptop, projector, projection screen, HDMI cables, extension cords, power strips, microphone, and speaker. Pack a spare cable or adapter if the presentation setup depends on one connection.

Frequently asked questions

What should I buy for a caregiver meeting?: Plan refreshments, tableware, serving equipment, name badges, signs, and presentation equipment. Match quantities to the confirmed attendee list and add about 10% extra for cups, glasses, badges, and disposable supplies.
How much coffee and tea do I need for a caregiver meeting?: For a two- to three-hour meeting, allow at least one serving of coffee or tea per person, with extra capacity for a refill during the first hour. Provide water throughout the meeting and check the number of coffee machines, kettles, and thermos flasks before shopping.
How many name badges should I prepare for a caregiver meeting?: Prepare one name badge and badge holder for every registered participant, plus 10% spare. Print or assemble them no later than the day before, so last-minute registration changes can be handled without delaying check-in.
When should I check the equipment for a caregiver meeting?: Check the laptop, projector, screen, cables, power supplies, microphone, and speaker at least one day before the meeting. Test the complete presentation setup in the venue, rather than checking each item separately.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.