What you need for a citizen panel meeting

A citizen panel meeting needs more than chairs and coffee. Plan supplies for registration, discussion rounds, presentations, printed handouts, and catering, with quantities based on your participant count. Coffee, tea, water, snacks, and serving equipment are easy to underestimate, especially when the program runs for several hours. Check dietary and accessibility requirements before shopping, and test the projector, microphones, cables, and power before participants arrive.

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What to bring

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

Furniture

Chairsqty 60
Tablesqty 8
Registration desk
Clothes racksqty 2

Tableware

Coffee cupsqty 70
Water glassesqty 70
Platesqty 60
Cutlery setsqty 60
Serving traysqty 6

Kitchen

Coffee thermosesqty 4
Water jugsqty 6
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Small bowlsqty 10

Equipment

Laptop
Projector
Projection screen
Portable speaker
Handheld microphonesqty 2
HDMI cableqty 2
Extension cordsqty 4
Power stripsqty 4

Materials

Flip chartsqty 4
Markersqty 24
Notepadsqty 60
Ballpoint pensqty 70
Name badgesqty 60
Table number cardsqty 8
Printed agendasqty 60
Feedback formsqty 60
Pen holdersqty 8
Wayfinding signsqty 6
Painter's tapeqty 4

Cleaning

Waste binsqty 4
Cleaning clothsqty 12
Hand brush and dustpanqty 2
Bucketsqty 2

Catering

Groceries
- Coffee - 3 packs
- Tea assortment - 100 bags
- Granulated sugar - 1 kilogram
- Milk - 8 liters
- Oat milk - 4 liters
- Still mineral water - 12 bottles
- Sparkling mineral water - 12 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Lemons - 12 pieces
- Multigrain bread - 8 loaves
- White bread - 6 loaves
- Whole wheat wraps - 80 pieces
- Butter - 500 grams
- Young matured cheese - 2 kilograms
- Slices of chicken breast - 1.5 kilograms
- Hummus - 2 kilograms
- Vegan cream cheese - 1 kilogram
- Chicken breast strips - 4 kilograms
- Falafel - 3 kilograms
- Cucumbers - 12 pieces
- Tomatoes - 3 kilograms
- Lettuce - 6 heads
- Bell peppers - 12 pieces
- Red onions - 1 kilogram
- Pickles - 2 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Yogurt dressing - 2 bottles
- Vegan garlic sauce - 2 bottles
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Salted crackers - 6 packs
- Grapes - 4 kilograms
- Apples - 60 pieces
- Bananas - 40 pieces
- Muesli bars - 70 pieces
- Allergen labels - 1 pack
- Napkins - 500 pieces
- Paper cups - 100 pieces
- Stirrers - 100 pieces
- Trash bags - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Hand soap - 4 bottles

Tips

Allow two to three drinks per person for the first hour, then about one drink per person for each additional hour. Include coffee, tea, and water rather than relying on one option.
Buy or prepare at least one snack portion per participant, plus a small 10% buffer. Confirm dietary requirements before choosing pastries, sandwiches, or other buffet items.
Prepare one printed agenda and one feedback form per participant, with 10% extra copies for late registrations or damaged pages. Keep pens and name badges at the registration desk.
Count presentation equipment before the meeting: one laptop, projector, screen, HDMI cable, and enough extension cords and power strips for the room layout. Bring a backup connection if the laptop and projector use different ports.
Match tableware to the final headcount: one cup, water glass, plate, and cutlery set per person, plus roughly 10% spare. Plan enough coffee thermoses, water jugs, serving trays, bowls, and knives so food service does not stop during the discussion.

Frequently asked questions

What should I buy for a citizen panel meeting?: Plan drinks, snacks or buffet food, cups, glasses, plates, cutlery, serving trays, and food-preparation items. You will also need name badges, printed agendas, feedback forms, pens, and presentation supplies such as HDMI cables and power strips.
How much food and drink do I need for a citizen panel?: Allow two to three drinks per person in the first hour and one more per person for every following hour. Provide at least one snack portion per participant and add about 10% extra for unexpected guests or larger appetites.
How many printed materials should I prepare?: Prepare one agenda and one feedback form per registered participant, then print 10% extra. Bring at least one pen per participant, with additional pens at the registration desk.
When should I do the shopping for a citizen panel meeting?: Buy shelf-stable supplies and printed materials at least 2–3 days beforehand. Purchase refrigerated food as late as practical, store it chilled, and complete a final quantity check on the day before the meeting.

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