What you need for a council committee meeting

A council committee meeting needs more than tables and chairs. Plan the items that support registration, public documents, presentations, voting and refreshments, then check quantities against the expected attendance. Provide one notepad and pen per participant, plus name badges for everyone in the room. Technical equipment should be tested before the meeting, and catering supplies should cover the full session rather than just the opening coffee.

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What to bring

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

Furniture

Meeting tablesqty 6
Chairsqty 40
Lectern
Coat racksqty 2

Equipment

Laptopqty 2
Projector
Projection screen
Microphonesqty 6
Microphone standsqty 4
Audio amplifier
Speakersqty 2
Extension cordsqty 6
Power stripsqty 6
Laser pointer

Office

Printer paperqty 3
Pensqty 40
Notepadsqty 40
Name badgesqty 40
Badge holdersqty 40
Clipboardsqty 4
Voting cardsqty 40
Minutes foldersqty 10
Paper shredder

Tableware

Coffee cupsqty 40
Glassesqty 40
Platesqty 40
Cutlery setsqty 40
Coffee potsqty 3
Thermos flasksqty 4

Kitchen

Kettlesqty 2
Coolersqty 2
Serving traysqty 4
Pitcherqty 3
Teaspoonsqty 40

Cleaning

Waste binsqty 4
Bucketsqty 2
Mopsqty 2
Broomsqty 2
Dustpan and brushqty 2
Cleaning glovesqty 4

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Sweetener - 1 box
- Milk - 4 liters
- Oat milk - 2 liter
- Lemon - 4 pieces
- Still water - 12 bottles
- Sparkling water - 12 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Apple juice - 3 packs
- Coffee creamer - 2 tubs
- Butter - 2 packs
- Young cheese - 1 kilo
- Aged cheese - 500 grams
- Ham - 500 gram
- Chicken breast slices - 500 grams
- Hummus - 3 tubs
- Cream cheese - 3 tubs
- Whole wheat bread - 5 loaves
- White rolls - 40 pieces
- Gluten-free rolls - 4 pieces
- Vegan sandwiches - 6 pieces
- Cucumber - 4 pieces
- Tomatoes - 1 kilo
- Lettuce - 3 heads
- Apples - 30 pieces
- Bananas - 20 pieces
- Grapes - 3 kilos
- Plain chips - 4 bags
- Paprika chips - 4 bags
- Salted peanuts - 2 bags
- Butter cookies - 4 packs
- Oat cookies - 3 packs
- Napkins - 4 packs
- Coffee filters - 2 packs
- Dish soap - 2 bottles
- Dishwasher tablets - 1 box
- Paper towels - 4 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Hand soap - 4 bottles
- Hand sanitizer - 3 bottles

Tips

Prepare one printed agenda and document pack for every expected attendee, plus 5–10 spare copies for late arrivals, speakers and replacements.
Provide one name badge, badge holder, notepad and pen per participant or speaker. Pack at least 10% extra badges and pens so registration does not stall.
For a meeting lasting up to two hours, allow two coffee servings per person and keep hot water, coffee pots or thermos flasks available throughout the session.
Check the presentation setup at least 60 minutes before opening: test the laptop, projector, screen, microphones, amplifier, speakers and every extension cord.
Keep voting cards, clipboards and minutes folders together at the registration or committee table. Add a paper shredder nearby if confidential working papers will be discarded after the meeting.

Frequently asked questions

What stationery do I need for a council committee meeting?: Plan one pen and one notepad per attendee, plus 10% extra. Add printed agendas and meeting documents for everyone, with 5–10 spare sets for late arrivals, speakers and damaged copies.
How many name badges should I prepare for a committee meeting?: Prepare one badge and badge holder for every expected attendee, speaker and staff member. Add at least 10% spare badges, or 5 extra if the meeting has fewer than 50 people.
How much coffee should I buy for a council committee meeting?: For a meeting of up to two hours, allow two cups per person, then add 10% for speakers and repeat servings. Provide cups, glasses, coffee pots or thermos flasks, and kettles for hot water.
When should I test the meeting equipment?: Test the laptop, projector, screen and audio equipment at least 60 minutes before the doors open. Keep spare extension cords and power strips ready, and check that microphones reach every speaker.

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