Distributor Day shopping list

A Distributor Day needs more than food and drinks. You also need a complete registration setup, enough tableware for meals and coffee, serving equipment, and reliable presentation technology. Use this list to check what must be bought, borrowed, or collected before deliveries arrive. Plan quantities from your final attendee count, then add a small buffer for breakage, spills, and last-minute registrations. The easiest items to overlook are coffee service, water glasses, name-badge supplies, and the equipment needed to run presentations without delays.

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What to bring

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

Furniture

Tablesqty 12
Chairsqty 72
Buffet tablesqty 4
Registration desk
Bar stoolsqty 8
Coat racksqty 4

Tableware

Dinner platesqty 80
Dessert platesqty 80
Coffee cupsqty 80
Water glassesqty 80
Wine glassesqty 80
Coffee spoonsqty 80
Dinner cutleryqty 80
Serving utensilsqty 16

Kitchen

Thermos flasksqty 8
Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 6
Serving plattersqty 12
Serving trays with lidsqty 6
Serving tongsqty 8
Cutting boardsqty 4
Chef's knifeqty 4
Measuring cupsqty 4
Coolersqty 4

Equipment

Projector
Projection screen
Laptop
Presentation clicker
Wireless microphonesqty 2
Microphone stand
Speakersqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
HDMI cablesqty 3
USB sticksqty 3

Lighting

Standing lampsqty 4
Mood lightingqty 6

Decorations

Company bannersqty 3
Table runnersqty 12
Flower arrangementsqty 8
Menusqty 12
Name badgesqty 6
Directional signsqty 8
Photo backdrop

Cleaning

Bucketsqty 4
Mopsqty 4
Dustpan and brushqty 3
Cleaning glovesqty 6
Waste binsqty 8

Catering

Groceries
- Coffee beans - 3 kilo
- Black tea bags - 80 pieces
- Herbal tea bags - 40 pieces
- Green tea bags - 40 pieces
- Sugar - 2 kilos
- Sweetener - 1 box
- Whole milk - 6 liters
- Oat milk - 4 liters
- Lemon - 12 pieces
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Tonic - 8 bottles
- Bitter lemon - 6 bottles
- Spa Blauw - 48 bottles
- Spa Red - 24 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Non-alcoholic beer - 24 bottles
- Pilsner - 72 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 6 bottles
- Prosecco - 8 bottles
- Ice cubes - 20 kilo
- Baguettes - 20 pieces
- Whole grain bread - 8 loaves
- Mini croissants - 80 pieces
- Butter - 1 kilo
- Cream cheese - 1,5 kilo
- Young cheese - 2 kilos
- Aged cheese - 1 kilo
- Back ham - 1.5 kilos
- Smoked chicken breast - 1 kilo
- Hummus - 1.5 kilos
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Cucumber - 8 pieces
- Tomatoes - 3 kilos
- Arugula - 1 kilo
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snack mix - 6 bags
- Olives - 2 kilos
- Mixed nuts - 2 kilos
- Grapes - 4 kilos
- Apples - 40 pieces
- Pears - 30 pieces
- Bananas - 30 pieces
- Melon - 4 pieces
- Cherry tomatoes - 2 kilos
- Carrots - 2 kilos
- Celery - 4 heads
- Yogurt dip - 2 kilo
- Balsamic vinegar - 2 bottles
- Olive oil - 2 bottles
- Salt - 500 grams
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Garlic powder - 150 gram
- Dried oregano - 100 grams
- Basmati rice - 5 kilos
- Penne - 4 kilos
- Potatoes - 8 kilos
- Chicken breast - 8 kilos
- Vegetarian meatballs - 3 kilos
- Grilled vegetables - 5 kilos
- Mixed salad - 5 kilos
- Cucumber salad - 3 kilos
- Tomato sauce - 5 liters
- Cream sauce - 4 liters
- Pesto - 1.5 kilo
- Parmesan cheese - 1 kilo
- Mayonnaise - 2 liter
- Ketchup - 2 liters
- Mustard - 1 liter
- Garlic sauce - 1,5 liters
- Apple pie - 6 pies
- Brownies - 80 pieces
- Whipped cream - 2 liters
- Vanilla ice cream - 5 liters
- Cookies - 6 packs
- Chocolate - 2 kilos
- Napkins - 400 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Disinfectant spray - 2 bottles
- Sponges - 10 pieces
- Microfiber cloths - 20 pieces

Tips

Count tableware from the closed attendee list, then add 5–10% extra. Include dinner plates, dessert plates, cutlery, coffee cups, coffee spoons, water glasses, and wine glasses if wine is served.
Plan coffee service separately from the meal. For a full-day Distributor Day, arrange enough coffee machines, kettles, thermos flasks, and cups for the busiest break rather than only the average attendance.
Check every serving item against the catering menu at least 48 hours before the event. Covered serving bowls, platters, tongs, serving spoons, chopping boards, a chef’s knife, measuring cups, food warmers, and coolers may be needed at different points in the programme.
Prepare the registration area before opening the venue. Allow one registration table, enough chairs or bar stools for the team, coat racks for the expected group, and printed name badges plus spare blanks for late or corrected registrations.
Test the presentation setup on site before participants arrive, ideally at least 90 minutes beforehand. Check the projector, screen, laptop, clicker, and wireless microphones together, including charging, cables, sound levels, and compatibility with every presentation.

Frequently asked questions

What should I buy for a Distributor Day?: Plan for registration, seating, catering, coffee service, tableware, serving equipment, and presentation technology. The core equipment includes a projector, screen, laptop, presentation clicker, and wireless microphones, alongside plates, glasses, cutlery, coffee cups, and serving items.
How many plates and glasses do I need per Distributor Day attendee?: Start with one dinner plate, one dessert plate, one water glass, and the required cutlery per attendee. Add 5–10% spare tableware; coffee cups and wine glasses should be counted separately based on the number of service breaks and whether wine is served.
When should I check the Distributor Day shopping list?: Check it once when the attendee list is nearly final and again at least 48 hours before the event. Confirm quantities, deliveries, borrowed equipment, dietary requirements, and any missing presentation or registration supplies before the venue opens.
What presentation equipment is needed for Distributor Day?: Prepare a projector, projection screen, laptop, presentation clicker, and wireless microphones. Test the complete setup on site at least 90 minutes before registration, with the actual presentations loaded onto the laptop.

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