Customer Day shopping list

A Customer Day needs more than food and drinks. You will also need a clear reception setup, tableware for the catering, coffee service, equipment for demonstrations and presentation materials for each guest. Use the guest count and programme to set quantities, then add a small buffer for breakage, spills and late registrations. Check deliveries and chill drinks before guests arrive, rather than leaving setup until the final hour.

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What to bring

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

Furniture

Tablesqty 12
Chairsqty 100
Bar stoolsqty 8
Buffet tablesqty 4
Reception table
Coat racksqty 2
Waste binsqty 8

Tableware

Dinner platesqty 110
Dessert platesqty 110
Coffee cupsqty 100
Water glassesqty 120
Wine glassesqty 120
Coffee spoonsqty 110
Dinner cutlery setsqty 110
Serving utensilsqty 20
Serving plattersqty 16
Serving plattersqty 12
Coffee potsqty 6

Kitchen

Thermos flasksqty 8
Cutting boardsqty 6
Chef's knifeqty 4
Pliersqty 8
Serving spoonsqty 8
Coolersqty 6
Ice containersqty 4
Food warmersqty 6

Equipment

Coffee machinesqty 3
Kettlesqty 3
Projector
Projection screen
Laptop
Speakersqty 2
Wireless microphonesqty 2
Microphone standsqty 2
Power stripsqty 8
Extension cordsqty 8
Charging stationsqty 2

Decorations

Tableclothsqty 12
Chair coversqty 100
Flower arrangementsqty 12
Buntingqty 6
Welcome sign
Menu card holdersqty 12
Table numbersqty 12

Lighting

String lightsqty 6
LED spotlightsqty 6
Battery lampsqty 12

Catering

Name badgesqty 100
Badgesqty 100
Information foldersqty 100
Notepadsqty 100
Ballpoint pensqty 100
Napkin holdersqty 12
Groceries
- Coffee beans - 3 kilo
- Tea bags - 200 pieces
- Black tea - 4 boxes
- Herbal tea - 3 boxes
- Cappuccino milk - 12 liters
- Semi-skimmed milk - 15 liters
- Oat milk - 6 liters
- Sugar - 2 kilos
- Sweetener - 2 boxes
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Tonic - 6 bottles
- Bitter lemon - 6 bottles
- Sparkling water - 20 bottles
- Still water - 30 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Alcohol-free beer - 48 bottles
- Pilsner - 120 bottles
- White wine - 18 bottles
- Red wine - 12 bottles
- Rosé - 12 bottles
- Prosecco - 8 bottles
- Lemons - 3 kilos
- Limes - 2 kilos
- Mint - 10 bunches
- Ice cubes - 25 kilos
- Baguettes - 25 pieces
- Whole grain bread - 8 loaves
- Mini croissants - 120 pieces
- Unsalted butter - 2 kilos
- Young cheese - 3 kilos
- Brie - 2 kilos
- Cream cheese - 2 kilo
- Hummus - 2 kilos
- Pesto - 6 jars
- Jam - 6 jars
- Honey - 3 jars
- Cucumbers - 3 kilos
- Cherry tomatoes - 4 kilos
- Bell peppers - 3 kilos
- Arugula - 2 kilos
- Mixed salad - 4 kilo
- Carrots - 3 kilos
- Grapes - 5 kilos
- Apples - 6 kilos
- Pears - 5 kilo
- Bananas - 4 kilos
- Strawberries - 4 kilos
- Melons - 4 pieces
- Walnuts - 1 kilo
- Cashews - 1 kilo
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Snacks - 8 bags
- Olives - 8 jars
- Sun-dried tomatoes - 6 jars
- Crackers - 12 packs
- Mini quiches - 120 pieces
- Vegetable spring rolls - 100 pieces
- Mini meatballs - 120 pieces
- Chicken skewers - 100 pieces
- Falafel - 100 pieces
- Mayonnaise - 3 jars
- Ketchup - 3 bottles
- Mustard - 3 jars
- Garlic sauce - 3 bottles
- Chili sauce - 3 bottles
- Yogurt dressing - 3 bottles
- Balsamic dressing - 3 bottles
- Pasta - 8 kilo
- Pesto sauce - 12 jars
- Pasta salad - 12 kilos
- Potato salad - 10 kilos
- Mixed green salad - 10 kilos
- Grilled vegetables - 8 kilos
- Chicken breast - 10 kilo
- Vegetarian burgers - 40 pieces
- Burger buns - 120 pieces
- Hamburger sauce - 4 bottles
- Grated cheese - 3 kilos
- Fries - 20 kilos
- Apple pie - 8 pies
- Chocolate cake - 6 cakes
- Vegan cake - 4 cakes
- Whipped cream - 6 liter
- Vanilla ice cream - 8 liters
- Chocolate mousse - 8 kilos
- Cookies - 12 packs
- Brownies - 100 pieces
- Peppermints - 6 bags
- Salt - 1 kilo
- Pepper - 500 grams
- Olive oil - 3 liters
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 3 rolls
- Paper towels - 12 rolls
- Napkins - 500 pieces
- Trash bags - 100 pieces
- Dish soap - 4 bottles
- Dishwasher tablets - 100 pieces
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant spray - 3 bottles
- Toilet paper - 48 rolls
- Hand soap - 8 bottles
- Paper towels - 12 packs

Cleaning

Cleaning cart
Broomqty 2
Floor squeegeesqty 2
Bucketsqty 4
Microfiber clothsqty 20
Vacuum cleaner

Tips

Plan tableware for every registered guest, plus 10% extra. That means 55 dinner plates, water glasses and cutlery sets for 50 guests; add dessert plates and coffee cups if both are on the programme.
Allow two to three drinks per person for the first hour, then one drink per person per hour. Include enough water glasses, wine glasses, coolers and ice containers so drinks can be served without interrupting demonstrations.
Set aside one name badge and one information folder per registered guest, plus at least 10 spare badges and five spare folders. Keep blank badges and a marker at the reception table for last-minute registrations.
For product demonstrations, confirm the projector and projection screen fit the room and pack all presentation materials together. Test the presentation at least two hours before doors open, not when guests are already arriving.
Keep coffee service separate from the buffet: count one coffee cup and spoon per guest, and prepare enough coffee pots, thermos flasks, kettles or coffee machines for the expected rush during the first break.

Frequently asked questions

What do I need for a Customer Day for 50 guests?: Plan for 50 guests plus a 10% buffer on reusable tableware, so have about 55 plates, glasses and cutlery sets available. You will also need 50 name badges and folders, with at least 10 spare badges and five spare folders.
How many drinks should I buy for a Customer Day?: Budget for two to three drinks per person during the first hour, followed by one drink per person per hour. For a three-hour Customer Day with 50 guests, that is roughly 200 to 250 drinks, including water and other refreshments.
How much tableware do I need for a Customer Day?: Start with one dinner plate, dessert plate, water glass and cutlery set per guest, then add 10% extra. Add wine glasses, coffee cups and spoons according to the programme rather than assuming every guest will use each item.
When should I check the Customer Day shopping list?: Do a full stock and delivery check at least 24 hours before the event. Chill drinks and test the projector, screen and coffee equipment at least two hours before guests arrive.

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