What to buy for a company visit
A company visit needs more than coffee and a meeting room. You need serving equipment for dinner and dessert, cups and glasses for different drinks, presentation supplies, name badges and stationery for visitors. The quantities depend on your guest list, but planning per participant prevents shortages. Order or borrow reusable items early, especially coffee machines, thermos flasks, coolers and presentation equipment. Check dietary requirements before buying food and drinks, then chill beverages and prepare the coffee station on the day.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 6
- Chairsqty 36
- Coat racksqty 2
- Reception desk
- Waste binsqty 4
Equipment
- Laptop
- Projector
- Projection screen
- HDMI cablesqty 2
- Extension cordsqty 2
- Power stripsqty 4
- Presentation clicker
- Portable speaker
- Coolersqty 2
Tableware
- Dinner platesqty 40
- Dessert platesqty 40
- Soup bowlsqty 40
- Drinking glassesqty 50
- Coffee cupsqty 40
- Cutlery setsqty 40
- Serving plattersqty 8
- Serving utensilsqty 8
Kitchen
- Coffee machinesqty 2
- Thermos flasksqty 4
- Cutting boardsqty 3
- Chef's knifeqty 3
Office
- Name badge holdersqty 36
- Notepadsqty 36
- Ballpoint pensqty 40
- Program bookletsqty 36
- Clipboardsqty 2
Decorations
- Direction signsqty 8
- Table numbersqty 6
- Flower vasesqty 6
Cleaning
- Dishpanqty 2
- Cleaning bucketsqty 2
- Broom
- Mopqty 2
- Hand brush and dustpanqty 2
Catering
- Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Coffee creamer - 2 packs
- Sugar - 1 kilo
- Sweetener - 1 box
- 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
- Lemons - 8 pieces
- Coffee pastries - 36 pieces
- Mini croissants - 36 pieces
- Nut mix - 2 kilo
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Snacks - 3 bags
- Apples - 30 pieces
- Bananas - 24 pieces
- Grapes - 3 kilos
- Cucumbers - 6 pieces
- Cherry tomatoes - 2 kilos
- Mixed salad - 2 kilos
- Bell peppers - 12 pieces
- Red onions - 6 pieces
- Corn - 6 cans
- Chickpeas - 6 cans
- Feta - 1.5 kilos
- Grated cheese - 1,5 kilos
- Baguettes - 12 pieces
- Butter - 1 kilo
- Hummus - 1.5 kilos
- Herb cream cheese - 1 kilo
- Young cheese - 2 kilos
- Back ham - 1.5 kilos
- Smoked chicken breast - 1,5 kilo
- Falafel - 2 kilos
- Vegetarian quiche - 6 pieces
- Tomato soup - 8 liters
- Vegetable soup - 8 liters
- Pasta - 4 kilo
- Pesto - 4 jars
- Tomato sauce - 6 jars
- Parmesan cheese - 500 grams
- Olive oil - 1 liter
- Balsamic vinegar - 1 bottle
- Mayonnaise - 1 jar
- Ketchup - 1 bottle
- Mustard - 1 jar
- Black pepper - 1 jar
- Salt - 1 pack
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Cookies - 4 packs
- Brownies - 36 pieces
- Napkins - 200 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Disinfectant wipes - 2 packs
- Sponges - 6 pieces
- Hand soap - 3 bottles
- Hand sanitizer - 2 bottles
Tips
- Count one dinner plate, one dessert plate, one soup bowl and one cutlery set per guest, then add 10% extra for breakage, dropped utensils and unexpected visitors.
- Plan two to three drinks per person for the first hour, plus water throughout the visit. Chill drinks several hours before guests arrive and use coolers if the refrigerator cannot hold everything.
- Prepare one name badge holder, program booklet, notepad and ballpoint pen per participant. Print 5–10% extra badges and programs after registrations close so late additions do not create a scramble.
- For presentations, check the laptop, projector, screen, HDMI cables, clicker, speaker, extension cords and power strips together at least one day before the visit. A cable adapter or spare extension cord is easy to overlook.
- Set aside serving platters, serving utensils, cutting boards and a chef’s knife before shopping for food. They are often forgotten because they are not part of the normal place setting, yet dinner service cannot start smoothly without them.
Frequently asked questions
- How many plates and glasses do I need for a company visit?
- Buy one dinner plate, dessert plate, soup bowl, cutlery set and drinking glass per guest, plus about 10% extra. For 40 visitors, that means 44 of each reusable item where practical. Coffee cups should cover at least one per guest, with extras for refills.
- How much coffee and how many drinks should I buy for a company visit?
- Allow two to three drinks per person during the first hour, then keep water available for the rest of the program. For coffee, plan roughly 3–4 cups per person for a half-day visit and prepare extra if dinner follows. Confirm dietary requirements before finalising the drinks order.
- When should I prepare the equipment for a company visit?
- Test the laptop, projector, screen, HDMI connection, clicker and speaker at least one day before the visit. Set up the reception desk, badges and program booklets 30–60 minutes before arrivals, and chill drinks several hours in advance.
- How many name badges and programs should I print?
- Print one name badge and one program booklet per registered participant, plus 5–10% spare copies. Finalise the list after the registration reminder, preferably 24–48 hours before the company visit, so dietary notes and late changes are included.
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