What to bring to a consultation meeting

A consultation meeting needs more than chairs and coffee. You will need a clear registration point, materials for presentations and note-taking, reliable power and sound equipment, and enough tableware for the catering setup. Plan quantities from your registration list, then add a small buffer for late arrivals and damaged items. Check dietary requirements before ordering food, and confirm which equipment the venue already provides at least one week before the meeting.

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What to bring

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

Furniture

Tablesqty 10
Chairsqty 70
Registration desk
Coat racksqty 2

Equipment

Projector
Projection screen
Wireless microphonesqty 3
Sound system
Laptop
Extension cordsqty 4
Power stripsqty 4
Presentation clicker

Tableware

Coffee cupsqty 70
Glassesqty 70
Platesqty 70
Cutlery setsqty 70
Coffee potsqty 4
Water jugsqty 6

Kitchen

Serving traysqty 6
Soup potsqty 2
Serving spoonsqty 4
Cutting boardsqty 2
Bread knivesqty 2
Thermos flasksqty 4

Registration

Name card holdersqty 70
Clipboardsqty 8
Ballpoint pensqty 30
Notepadsqty 70
Ballot boxesqty 6
Flip chartsqty 6
Flipchart standsqty 6
Whiteboard markersqty 24
Sticky notesqty 12
Name stickersqty 80

Decorations

Directional signsqty 8
Information boardsqty 6

Cleaning

Waste binsqty 6
Cleaning clothsqty 12
Dishpanqty 2

Catering

Groceries
- Coffee - 6 packs
- Tea assortment - 4 boxes
- Sugar - 2 packs
- Sweeteners - 2 boxes
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Still water - 12 bottles
- Sparkling water - 8 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Lemons - 10 pieces
- Butter - 1 kilo
- Whole wheat bread - 12 loaves
- White rolls - 80 pieces
- Multigrain rolls - 40 pieces
- Young cheese - 3 kilos
- Aged cheese - 2 kilo
- Back ham - 2 kilos
- Chicken breast slices - 2 kilos
- Hummus - 2 kilos
- Cream cheese - 1 kilo
- Cucumbers - 8 pieces
- Tomatoes - 3 kilos
- Lettuce - 6 heads
- Vegetable soup - 12 liters
- Soup sticks - 6 packs
- Vegetarian soup - 6 litres
- Gluten-free rolls - 10 pieces
- Vegan toppings - 1 kilo
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Salted crackers - 6 packs
- Wholegrain biscuits - 6 packs
- Apples - 6 kilos
- Bananas - 5 kilo
- Grapes - 4 kilos
- Coffee filters - 2 packs
- Napkins - 300 pieces
- Paper cups - 100 pieces
- Stirrers - 100 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Paper towels - 6 rolls
- Trash bags - 3 rolls
- Dish soap - 2 bottles
- Dishwasher tablets - 1 package
- All-purpose cleaner - 2 bottles
- Toilet paper - 24 rolls
- Hand soap - 4 bottles

Tips

Prepare one registration pack per attendee, including a name-card holder, pen and notepad. Print the attendance list and keep several blank name cards available for walk-ins.
For a meeting with presentations, test the laptop, projector, screen, clicker and microphones together at the venue at least 60 minutes before guests arrive. Bring extension cords and power strips rather than assuming nearby sockets will be usable.
Order tableware for every registered attendee plus 10% extra: cups, glasses, plates and cutlery are easily overlooked when catering is delivered separately. Set aside additional coffee pots, water jugs or thermos flasks for the break area.
Bring one clipboard or writing surface for each registration volunteer and prepare at least one flip chart for each discussion group. Add spare pens and paper because note-takers often need more than the planned amount.
Pack directional signs, printed hand-outs and presentation documents in separate labelled folders. Take them to the venue the day before, or arrive at least 90 minutes early if same-day delivery is unavoidable.

Frequently asked questions

How many name badges and notepads do I need for a consultation meeting?: Prepare one name badge and one notepad per registered attendee, then add 10% extra. For 40 attendees, bring at least 44 of each, plus blank name cards for late registrations.
How much coffee and water should I buy for a consultation meeting?: Allow two cups of coffee per person for a half-day meeting, with extra hot water for tea if needed. Provide at least 1 litre of water for every four attendees, using additional jugs if the meeting lasts more than three hours.
When should I check the projector and microphones?: Confirm the equipment list with the venue at least one week before the meeting. Test the laptop, projector, screen, sound system and wireless microphones together 60 to 90 minutes before the first presentation.
How many printed hand-outs should I bring?: Print one complete set for every registered attendee and add 10% spare copies. For 40 attendees, prepare 44 sets, sorted in the order they appear on the programme.

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