Corporate event shopping list

Use this shopping list to prepare the physical setup for a corporate event, from buffet service and coffee to name badges and room lighting. Start with your confirmed guest count, then add tableware, glasses and seating before ordering extras. Check dietary requirements before finalising catering, and confirm delivery times at least one working day before the event. Pack cables, serving tools and signage separately so they are easy to find during setup.

Organize this event for free with Lizzt

What to bring

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

Furniture

Tall cocktail tablesqty 6
Dining tablesqty 6
Chairsqty 50
Coat racksqty 2
Buffet tablesqty 3

Tableware

Dinner platesqty 60
Dessert platesqty 60
Water glassesqty 70
Wine glassesqty 70
Coffee cupsqty 60
Cutlery setsqty 60

Kitchen

Serving spoonsqty 12
Serving bowlsqty 12
Serving traysqty 8
Cutting boardsqty 3
Chef's knivesqty 3

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Bluetooth speakersqty 2
Microphone
Extension cordsqty 4

Decorations

Tableclothsqty 12
Flower arrangementsqty 8
Name badgesqty 60
Card holdersqty 8
Welcome sign
Balloon archesqty 2

Lighting

String lightsqty 4
LED table lampsqty 8

Presentation

Projection screen
Presentation clicker
Flip chart

Cleaning

Waste binsqty 4
Cleaning spongesqty 6
Bucketsqty 2
Mopsqty 2
Towelsqty 8

Catering

Groceries
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Ginger ale - 6 bottles
- Tonic - 6 bottles
- Sparkling water - 12 bottles
- Still water - 12 bottles
- Orange juice - 8 liters
- Apple juice - 6 liters
- Alcohol-free beer - 36 bottles
- Pilsner - 72 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 6 bottles
- Prosecco - 6 bottles
- Coffee - 3 packs
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 2 packs
- Milk - 6 liters
- Oat milk - 4 liters
- Lemons - 3 kilos
- Ice cubes - 15 kilos
- Baguettes - 12 pieces
- Toast - 8 packs
- Crackers - 8 packs
- Butter - 1 kilo
- Brie - 2 kilos
- Gouda cheese - 2 kilos
- Goat cheese - 1 kilo
- Cream cheese - 1,5 kilo
- Hummus - 2 kilos
- Tzatziki - 1.5 kilos
- Olives - 2 kilos
- Mixed nuts - 2 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Grapes - 4 kilos
- Apples - 4 kilos
- Cherry tomatoes - 3 kilos
- Cucumbers - 3 kilos
- Carrots - 3 kilos
- Mini bell peppers - 2 kilo
- Mini quiches - 120 pieces
- Vegetable spring rolls - 100 pieces
- Chicken skewers - 100 pieces
- Falafel balls - 100 pieces
- Satay sauce - 2 liters
- Mayonnaise - 1 liter
- Ketchup - 1 liter
- Mustard - 500 milliliter
- Salt - 1 pack
- Pepper - 1 jar
- Olive oil - 1 liter
- Napkins - 300 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Disposable buffet wrap - 2 rolls
- Trash bags - 3 rolls
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle

Tips

Plan tableware for every registered guest, plus 10% spare plates, glasses and cutlery. Include separate quantities for dinner, dessert, coffee and drinks rather than relying on one mixed estimate.
For a standing reception, allow one tall cocktail table for every 6–8 guests and provide seating for at least 10–15% of the group. Add coat racks before guests arrive, especially for an evening event.
Order drinks using the confirmed attendance: allow roughly 2–3 drinks per guest for the first hour, then 1–2 per hour. Keep water available throughout and chill drinks several hours before doors open.
Prepare one name badge and card holder per attendee, with 5–10 blank badges for late registrations or spelling corrections. Put the welcome sign where guests enter, not beside the registration desk.
Pack at least two extension cords, serving spoons for every buffet dish and separate trays for food and drinks. Test the microphone, Bluetooth speakers and lighting at the venue before the program starts.

Frequently asked questions

How much tableware do I need for a corporate event?: Use one dinner plate, dessert plate, water glass, wine glass, coffee cup and cutlery set per guest, then add 10% spare. For 100 guests, that means 110 of each item where the same piece is used throughout.
How many drinks should I buy for a corporate event?: Budget 2–3 drinks per person for the first hour and 1–2 drinks per person for each additional hour. For a three-hour event with 50 guests, plan for about 200–350 drinks, including water and non-alcoholic options.
When should I order catering and event supplies?: Finalise catering after dietary requirements and registrations are checked, preferably 7–14 days before the event. Confirm deliveries, quantities and arrival windows at least 1 working day beforehand.
How many name badges do I need for a corporate event?: Prepare one badge per confirmed attendee and keep 5–10% extra blank badges available. For 80 guests, prepare at least 84 badges, plus blank stock for late changes.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.