What you need for an employer meeting

An employer meeting needs more than chairs and coffee. Plan the supplies for registration, presentations, catering and informal conversations, then match quantities to your confirmed guest list. For tableware, allow one complete place setting per attendee plus 10% spare items. Drinks, ice and dietary options are easy to underestimate, especially when the meeting runs through lunch or into the afternoon.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
High tablesqty 6
Coat rack
Clothes hangersqty 60
Buffet tableqty 3

Tableware

Dinner platesqty 70
Dessert platesqty 70
Coffee cupsqty 60
Water glassesqty 80
Wine glassesqty 70
Champagne glassesqty 60
Coffee spoonsqty 60
Dinner forksqty 70
Dinner knivesqty 70
Serving spoonsqty 12

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving plattersqty 12
Serving tongsqty 8
Small bowlsqty 12
Pitchersqty 6
Thermos flasksqty 4
Coolersqty 6
Ice containersqty 3

Equipment

Projector
Projection screen
Laptop
HDMI cableqty 2
Extension cordsqty 4
Power stripsqty 4
Wireless microphonesqty 2
Microphone standsqty 2
Speakersqty 2
Presentation clicker
Power banksqty 2

Decorations

Tableclothsqty 8
Napkin holdersqty 8
Flower arrangementsqty 8
Name badgesqty 60
Name card holdersqty 60
Welcome sign
Balloonsqty 40
Balloon ribbonqty 2
Table décorqty 8

Lighting

String lightsqty 4
LED lanternsqty 6

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 2
Cleaning glovesqty 6

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 packs
- Sweetener - 1 box
- Milk - 6 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Tonic - 3 bottles
- Ginger ale - 3 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Beer - 5 crates
- Alcohol-free beer - 2 crates
- White wine - 8 bottles
- Red wine - 6 bottles
- Rosé - 4 bottles
- Prosecco - 6 bottles
- Bitter lemon - 2 bottles
- Mint - 4 Bunches
- Ice cubes - 12 bags
- Baguettes - 12 pieces
- Wholemeal bread - 6 loaves
- Mini rolls - 120 pieces
- Butter - 1 kilo
- Cream cheese - 1 kilo
- Young cheese - 2 kilos
- Brie - 1 kilo
- Goat cheese - 750 grams
- Smoked salmon - 1 kilo
- Chicken breast topping - 1 kilo
- Roast beef - 750 grams
- Hummus - 1 kilo
- Egg salad - 750 gram
- Cucumbers - 8 pieces
- Tomatoes - 2 kilos
- Arugula - 500 grams
- Bell peppers - 8 pieces
- Red onions - 6 pieces
- Pickles - 2 jars
- Olives - 2 jars
- Sun-dried tomatoes - 2 jars
- Herb butter - 4 tubs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pesto - 3 jars
- Balsamic dressing - 2 bottles
- Mixed lettuce - 3 kilos
- Pasta salad - 4 kilo
- Potato salad - 4 kilos
- Quinoa salad - 3 kilos
- Grilled vegetables - 3 kilos
- Chicken skewers - 80 pieces
- Falafel - 80 pieces
- Mini quiches - 80 pieces
- Meatballs - 80 pieces
- Mini spring rolls - 80 pieces
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Snacks - 4 bags
- Mixed nuts - 2 kilos
- Cashews - 1 kilo
- Grapes - 4 kilos
- Apples - 40 pieces
- Mandarins - 40 pieces
- Strawberries - 2 kilos
- Brownies - 60
- Mini pastries - 60 pieces
- Cookies - 6 packs
- Dark chocolate - 1 kilo
- Milk chocolate - 1 kilo
- Gluten-free crackers - 4 packs
- Gluten-free sandwiches - 12 pieces
- Vegan toppings - 1 kilo
- Vegan mini snacks - 60 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Dish soap - 2 bottles
- Dishwasher tablets - 1 box
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Disinfectant wipes - 4 packs
- Hand soap - 4 bottles
- Paper towels - 6 packs

Tips

Count tableware from the final guest list, then add about 10% spare plates, cups, glasses, forks and knives. This covers breakage, unexpected guests and items left at the buffet.
For a meeting lasting four to six hours, plan roughly 2–3 non-alcoholic drinks per person for the first hour and 1–2 for each additional hour. Chill drinks at least 6 hours before guests arrive.
Keep catering supplies separate from presentation equipment. Put serving platters, tongs, bowls, pitchers and thermos flasks at the buffet, while checking the projector, screen, laptop, HDMI cable and extension cords at least 24 hours beforehand.
Prepare name badges and printed materials at least one day before the meeting. Keep a small reserve of blank badges and pens for late registrations or spelling corrections.
Confirm dietary requirements with catering no later than 3 days before the meeting. Set aside clearly identified serving utensils and separate bowls or platters where cross-contamination could be an issue.

Frequently asked questions

What should I buy for an employer meeting?: Plan supplies in five groups: furniture, tableware, kitchen serving items, drinks and presentation equipment. For each attendee, provide one place setting, one water glass and access to coffee; add 10% spare tableware.
How much tableware do I need for an employer meeting?: Start with one dinner plate, dessert plate, coffee cup, water glass, fork and knife per guest. For 50 attendees, prepare at least 55 of each frequently used item, plus enough serving spoons, bowls and platters for the buffet.
How early should I buy supplies for an employer meeting?: Buy non-perishable supplies and check existing stock 3–5 days ahead. Buy or collect chilled drinks and ice on the day before, and verify rented furniture and equipment at least 24 hours before the meeting.
How many drinks do I need for an employer meeting?: For a four-hour meeting, allow about 5–7 drinks per person in total, including water, coffee, tea and soft drinks. Add extra water for warm weather and keep enough chilled drinks ready before attendees arrive.

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