What to buy for a consultation meeting

A consultation meeting needs more than chairs and a presentation laptop. You will need practical supplies for registration, discussion, note-taking, refreshments and clear wayfinding. Plan quantities from your confirmed participant list, then add a small buffer for late arrivals and replacements. This checklist covers the items that are easy to overlook, including name badge holders, sticky notes, extension cords, dietary catering and printed information packs.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 50
Reception desk
Stoolsqty 4

Tableware

Coffee cupsqty 50
Water glassesqty 50
Platesqty 60
Cutlery setsqty 60
Serving boardsqty 6
Pouring jugsqty 6

Equipment

Laptop
Projector
Projection screen
HDMI cableqty 2
Extension cordsqty 4
Power stripsqty 4
Wireless microphone
Flip chartqty 2
Flipchart markersqty 12
Markersqty 30
Timerqty 2

Office

Name badge holdersqty 50
Notepadsqty 50
Ballpoint pensqty 60
Sticky notesqty 12
A4 paperqty 2
Foldersqty 50
Envelopesqty 60
Directional signsqty 12

Decorations

Tableclothqty 8
Flower arrangementsqty 4
Table name signsqty 8

Refrigeration

Coolersqty 3

Cleaning

Waste binsqty 4
Cleaning glovesqty 4
Bucketsqty 2
Mopsqty 2

Catering

Thermos flasksqty 4
Coffee machinesqty 2
Kettlesqty 2
Serving tongsqty 6
Tea boxesqty 4
Milk jugsqty 4
Sugar bowlsqty 4
Water dispensersqty 2

Tips

Prepare one name badge holder, notepad and ballpoint pen per participant, plus 10% extra for walk-ins, damaged supplies or last-minute changes.
For each table, set out sticky notes, markers and any A4 paper or folders before guests arrive. Doing this in advance prevents people from sharing one pen during the first discussion.
Count coffee cups, water glasses, plates and cutlery for the full group, then add at least 10% spare tableware. Include pouring jugs and serving boards so refreshments can be replenished without interrupting the meeting.
Test the laptop, projector, projection screen and HDMI cable at least 24 hours beforehand. Pack extension cords and power strips even when the room appears to have enough sockets.
Print handouts, feedback forms, directional signs and information packs at least one working day before the meeting. Keep a few blank A4 sheets and spare folders at the reception desk for late registrations.

Frequently asked questions

How many pens and notepads do I need for a consultation meeting?: Plan one ballpoint pen and one notepad per registered participant, then add 10% extra. For 30 participants, prepare at least 33 pens and 33 notepads.
How much tableware should I buy for a consultation meeting?: Count one coffee cup, water glass, plate and cutlery set per participant, with 10% spare. For 30 people, prepare 33 of each item; add more cups if refreshments are served more than once.
When should I print consultation meeting handouts and forms?: Print the handouts, feedback forms, signs and information packs at least one working day before the meeting. This leaves time to correct missing pages or update the participant count.
What presentation equipment do I need for a consultation meeting?: Bring a laptop, projector, projection screen, HDMI cable, extension cords and power strips. Test the complete setup at least 24 hours before the meeting and take a wireless microphone if the room is large or acoustically difficult.

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