What to buy for a climate meeting

A climate meeting needs more than coffee and chairs. Plan refreshments around the programme, provide reusable tableware, and make registration and presentations work without last-minute shopping. This checklist covers the items people often overlook: dietary-friendly catering, chilled drinks, name badges, printed materials, cables, adapters and charging equipment. Use the quantities in your event plan for the final count, then add a small buffer for walk-ins, spills and missing accessories.

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What to bring

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

Furniture

Chairsqty 130
Tablesqty 18
Stage table
Changing room table
Registration deskqty 2
High tablesqty 8
Coat racksqty 4

Tableware

Reusable coffee cupsqty 150
Reusable drinking glassesqty 150
Reusable dinner platesqty 140
Reusable cutlery setsqty 140
Serving plattersqty 20
Serving spoonsqty 12
Coffee potsqty 6
Teapotsqty 4

Catering

Groceries
- Coffee - 6 packs
- Decaffeinated coffee - 2 packs
- Black tea - 4 boxes
- Herbal tea - 3 boxes
- Sugar - 2 kilograms
- Milk - 12 liters
- Oat milk - 8 liters
- Lemon - 2 kilogram
- Still water - 80 bottles
- Sparkling water - 60 bottles
- Apple juice - 12 liters
- Orange juice - 12 liters
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Organic lemonade - 12 liters
- Lemonade - 12 liters
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Nut mix - 5 bags
- Rice cakes - 8 packs
- Whole grain crackers - 10 packs
- Hummus - 3 kilograms
- Cream cheese - 2 kilograms
- Mild cheese - 3 kilograms
- Vegan cheese - 1 kilogram
- Chicken breast slices - 2 kilograms
- Vegetarian spread - 2 kilograms
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Wholemeal bread - 18 loaves
- Gluten-free bread - 3 loaves
- Cucumbers - 12 pieces
- Cherry tomatoes - 5 kilo
- Carrots - 4 kilograms
- Peppers - 3 kilograms
- Grapes - 5 kilograms
- Apples - 8 kilograms
- Bananas - 6 kilograms
- Oranges - 6 kilograms
- Wholegrain wraps - 12 packs
- Lentils - 5 kilograms
- Chickpeas - 4 kilograms
- Rice - 8 kilograms
- Pasta - 8 kilograms
- Diced tomatoes - 18 cans
- Coconut milk - 12 cans
- Vegetable stock - 3 boxes
- Olive oil - 3 liters
- Sunflower oil - 2 liters
- Onions - 5 kilograms
- Garlic - 6 bulbs
- Ginger - 500 grams
- Curry powder - 2 jars
- Cumin - 2 jars
- Paprika powder - 2 jars
- Black pepper - 2 jars
- Salt - 2 packs
- Soy sauce - 2 bottles
- Sriracha - 2 bottles
- Mayonnaise - 2 jars
- Vegan mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Yogurt dressing - 3 bottles
- Vegan dressing - 3 bottles
- Vegan desserts - 100 pieces
- Fruit Salad - 15 kilograms
- Cookies - 10 packs
- Vegan cookies - 6 packs
- Gluten-free cookies - 4 packs
- Ice cubes - 20 kilograms
- Napkins - 500 pieces
- Paper towels - 12 rolls
- Trash bags - 100 pieces
- Paper towels - 8 packs
- Hand soap - 6 bottles
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Toilet paper - 48 rolls

Equipment

Projector
Projection screen
Laptopqty 2
HDMI cablesqty 4
HDMI adaptersqty 4
Wireless microphonesqty 3
Microphone standsqty 3
Speakersqty 2
Mixer
Extension cordsqty 8
Power stripsqty 8
Charging cablesqty 8
Flip chartsqty 4
Flipchart markersqty 24
Laser pointerqty 2
Timerqty 2

Decorations

Name badge holdersqty 140
Name badgesqty 140
Program boardsqty 6
Info boardsqty 12
Tableclothsqty 20
Clipboardsqty 8
Pensqty 160
Notepadsqty 150
Wristbandsqty 150
Route arrowsqty 20
Tapeqty 8
Ropeqty 4
Scissorsqty 6

Kitchen

Coolersqty 8
Thermos flasksqty 10
Food warmersqty 8
Storage binsqty 20
Cutting boardsqty 6
Knivesqty 8
Serving traysqty 12
Bar stoolsqty 4

Cleaning

Waste binsqty 12
Waste sorting binsqty 4
Broomqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 8
Toilet brushesqty 4

Safety

First aid kitsqty 2
Flashlightsqty 4
Safety vestsqty 8
Cable matsqty 12
Fire extinguishersqty 2

Tips

Plan two to three drinks per person for the first hour, then one drink per person for each additional hour. Chill the drinks at least four hours before guests arrive.
Order catering only after collecting dietary requirements, and label vegetarian, vegan, allergy-safe and other special meals separately. Keep about 5% extra portions if attendance is not final.
Prepare one registration pack per attendee: a name badge, participant-list check and programme or run sheet. Print 5–10% extra badges and copies for late registrations.
Count connection accessories as carefully as the main equipment. For each presentation laptop, check the HDMI cable, the correct adapter, a nearby power strip and a charging cable before the event.
Put reusable cups, glasses, plates and cutlery at the serving area, with serving platters and spoons ready before catering arrives. Set aside clearly labelled tableware for special dietary items to prevent mix-ups.

Frequently asked questions

How much food and drink do I need for a climate meeting?: For drinks, allow two to three per person during the first hour and one per person for every hour after that. For food, confirm the final registration number and dietary requirements 3–5 days before the meeting, then add roughly 5% extra if late arrivals are likely.
How many printed materials should I prepare for a climate meeting?: Print one participant list, programme or run sheet and route-signage set for the organising team. Prepare one name badge per attendee plus 5–10% extra, and print at least 10% additional copies of handouts when the final attendance is uncertain.
What presentation equipment is needed for a climate meeting?: Allow one laptop and projector setup, one projection screen, the required HDMI cable and at least one compatible HDMI adapter. For a panel or several speakers, check the microphone count in advance and test every microphone, stand, speaker, mixer, extension cord and power strip at least one day before.
When should I buy or prepare supplies for a climate meeting?: Buy non-perishable groceries, reusable tableware, badges, signage materials and cables 3–7 days beforehand. Buy or collect fresh catering and chilled drinks on the day, and finish the equipment and presentation test at least 24 hours before the meeting.

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