What you need for a company visit

A company visit needs more than coffee and a presentation. You will need supplies for reception, catering, the tour, visitor questions and the presentation area. Plan tableware by attendee count, and keep extra cups, drinks and snacks available for late arrivals or dietary needs. Check cables, power and signage before the day itself; these are often left until setup starts. Use this list alongside your participant numbers and programme.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 45
Reception desk
Coat racksqty 2

Tableware

Coffee cupsqty 50
Water glassesqty 50
Wine glassesqty 50
Dinner platesqty 50
Dessert platesqty 50
Cutlery setsqty 50
Serving plattersqty 12
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Cutting boardsqty 4
Chef's knivesqty 4
Serving tongsqty 6
Measuring cupsqty 2

Equipment

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

Communication

Name badgesqty 50
Presentation foldersqty 45
Pensqty 50
Notepadsqty 45
Direction signsqty 8

Decorations

Table runnersqty 8
Flower arrangementsqty 4

Cleaning

Waste binsqty 6
Litter pickersqty 2
Bucketsqty 3
Mopsqty 3
Spongesqty 6

Safety

Safety vestsqty 5
Visitor helmetsqty 45

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Sweetener - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Spa Blauw - 6 bottles
- Spa Red - 4 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Non-alcoholic beer - 24 bottles
- Beer - 48 bottles
- White wine - 6 bottles
- Red wine - 4 bottles
- Sparkling wine - 3 bottles
- Baguettes - 8 pieces
- Whole grain bread - 4 loaves
- Butter - 500 grams
- Hummus - 1 kilo
- Herb cream cheese - 750 grams
- Young cheese - 1,5 kilo
- Back ham - 1 kilo
- Smoked chicken breast - 1 kilo
- Cucumbers - 6 pieces
- Cherry tomatoes - 2 kilos
- Bell peppers - 12 pieces
- Arugula - 500 grams
- Mixed salad - 2 kilos
- Pasta salad - 4 kilo
- Couscous salad - 3 kilos
- Vegetable lasagna - 12 portions
- Chicken skewers - 40 pieces
- Falafel - 40 pieces
- Garlic sauce - 2 bottles
- Yogurt dressing - 2 bottles
- Balsamic dressing - 2 bottles
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Mixed nuts - 1 kilo
- Olives - 1 kilo
- Grapes - 3 kilos
- Apples - 40 pieces
- Bananas - 30 pieces
- Brownies - 50 pieces
- Mini muffins - 50 pieces
- Vegan pastries - 12 pieces
- Gluten-free pastries - 8 pieces
- Lemons - 8 pieces
- Ice cubes - 10 kilos
- Paper napkins - 250 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Garbage bags - 30 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 4 packs

Tips

Plan one name badge, presentation folder, notepad and pen per visitor, plus at least 5 extra sets for replacements and unexpected guests.
For a two-hour visit, allow roughly 2 drinks per person, including coffee, tea and water, and add 10% extra when the final attendance list is not confirmed.
Prepare at least one clear direction sign for each decision point between the entrance, reception desk, presentation area and tour route.
Match tableware to the catering format: count one dinner plate, dessert plate, cutlery set and water glass per guest, then add 10% spare.
Test the laptop, projector, projection screen, HDMI cables, extension cords and power strips at least 24 hours before the visit; bring a backup presentation on a second device.

Frequently asked questions

What should I buy for a company visit?: Prepare drinks, snacks or catering, coffee and tea supplies, tableware, name badges, pens, notepads, presentation folders and direction signs. Add presentation equipment such as a laptop, projector, HDMI cable and power supplies.
How many name badges do I need for a company visit?: Prepare one badge per confirmed visitor and staff member. Add at least 5 spare badges, or 10% extra if the group is larger than 50 people.
How much food and drink do I need for a company visit?: For a visit lasting around two hours, plan about 2 drinks per person and enough snacks for one serving per attendee, with 10% extra. Increase the amount if lunch or dinner is part of the programme.
When should I prepare the supplies for a company visit?: Buy non-perishable supplies at least 3 days before the visit. Chill drinks, prepare badges and check presentation equipment no later than the day before, then set out catering and tableware on the day.

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