What you need for an energy meeting

An energy meeting needs more than coffee and a projector. Use this shopping list to prepare drinks, snacks, catering, tableware and presentation equipment without last-minute gaps. Plan quantities from the number of registered attendees, then add a small buffer for late arrivals and dietary meals. Fresh produce, chilled drinks and diet-specific food should be handled separately from supplies you can set up the day before.

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What to bring

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

Furniture

Tablesqty 12
Chairsqty 100
Registration desk
Buffet tablesqty 4
Stoolsqty 8
Coat racksqty 2

Tableware

Coffee cupsqty 100
Glassesqty 120
Platesqty 120
Forksqty 120
Knivesqty 120
Spoonsqty 120
Coffee spoonsqty 100
Serving plattersqty 12
Serving spoonsqty 8
Carafesqty 12

Equipment

Projector
Projection screen
Laptop
HDMI cablesqty 2
HDMI adapter kit
Wireless microphonesqty 3
Microphone standsqty 2
Mixer
Speakersqty 2
Extension cordsqty 6
Power stripsqty 6
Presentation clicker
Power banksqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving tongsqty 8
Measuring cupsqty 2
Small bowlsqty 20
Food storage containersqty 12
Aluminum foilqty 2

Decorations

Tableclothsqty 12
Name badgesqty 100
Name badge holdersqty 100
Pensqty 30
Program bookletsqty 110
Info boardsqty 8
Route signsqty 8
Arrow stickersqty 30
Presentation boardsqty 8
Tapeqty 4
Scissorsqty 4

Lighting

LED lampsqty 6
Light standsqty 4

Cleaning

Waste binsqty 8
Broom and dustpanqty 2
Mop setsqty 2
Cleaning bucketsqty 3
Cleaning glovesqty 6
Hand soap dispensersqty 4

Catering

Groceries
- Coffee - 2 kilograms
- Decaf coffee - 250 grams
- Black tea - 100 tea bags
- Herbal tea - 50 bags
- Chai tea - 25 bags
- Sugar - 2 kilograms
- Sweeteners - 200 pieces
- Semi-skimmed milk - 8 liters
- Oat milk - 6 liters
- Lemons - 2 kilograms
- Still mineral water - 80 liters
- Sparkling mineral water - 40 liters
- Cola - 12 liters
- Cola Zero - 12 liters
- Orange soda - 8 liters
- Apple juice - 8 liters
- Grape juice - 6 liters
- Organic lemonade - 8 liters
- Ice cubes - 10 kilograms
- Apples - 8 kilograms
- Bananas - 5 kilograms
- Grapes - 5 kilograms
- Mandarins - 5 kilograms
- Cucumbers - 4 kilogram
- Cherry tomatoes - 4 kilograms
- Carrots - 3 kilogram
- Peppers - 3 kilograms
- Hummus - 3 kilograms
- Cream cheese - 2 kilograms
- Mild cheese - 3 kilograms
- Vegan cheese - 1 kilogram
- Smoked chicken breast - 2 kilograms
- Vegetarian spread - 2 kilograms
- Whole wheat bread - 12 loaves
- Wholemeal rolls - 120 pieces
- Wraps - 100 pieces
- Gluten-free bread - 3 loaves
- Butter - 1 kilogram
- Jam - 3 jars
- Peanut butter - 3 jars
- Honey - 2 jars
- Olive oil - 2 liters
- Balsamic vinegar - 1 bottle
- Salt - 500 grams
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Garlic powder - 250 grams
- Basil - 100 grams
- Oregano - 100 grams
- Mayonnaise - 2 liter
- Ketchup - 2 liters
- Mustard - 1 liter
- Yogurt dressing - 2 liters
- Paprika chips - 10 bags
- Plain chips - 10 bags
- Tortilla chips - 8 bags
- Mixed nuts - 3 kilograms
- Raisins - 2 kilograms
- Wholegrain biscuits - 10 packs
- Muesli bars - 120 pieces
- Dark chocolate - 2 kilograms
- Yogurt - 8 liter
- Vegan yogurt - 4 liters
- Oatmeal - 2 kilogram
- Granola - 3 kilograms
- Mixed salad - 8 kilograms
- Pasta - 8 kilograms
- Tomato sauce - 8 liters
- Chickpeas - 5 kilograms
- Red lentils - 3 kilograms
- Vegetable broth - 2 liters
- Parmesan cheese - 1 kilogram
- Vegan shredded cheese - 1 kilogram
- Whole Wheat Croutons - 2 kilograms
- Fresh basil - 20 bunches
- Bread rolls for soup - 100 pieces
- Soup - 25 liters
- Vegan Soup - 8 Liters
- Gluten-free soup - 4 liters
- Coffee milk - 4 liters
- Paper napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- General waste bags - 50 pieces
- Plastic trash bags - 30 pieces
- Paper waste bags - 20 pieces
- Dish soap - 3 liters
- All-purpose cleaner - 3 liters
- Toilet cleaner - 2 liters
- Disinfectant wipes - 4 packs
- Sponges - 12 pieces

Tips

Plan 2–3 drinks per person for the first hour, then 1 drink per person for each additional hour. Include coffee, water and other non-alcoholic options rather than relying on one beverage.
Allow 1 coffee cup, 1 glass, 1 plate and a full set of cutlery per attendee, plus 10% extra. Add coffee spoons and serving utensils separately; they are often forgotten when tableware is counted.
Keep dietary meals clearly separated and labelled before catering arrives. Confirm the final dietary requirements at least 3–5 days before the meeting so the caterer can adjust portions.
Check the presentation setup before shopping is complete: match the laptop to the projector with the correct HDMI cable or adapter, and provide one microphone for each speaker who may need to speak at the same time.
Buy non-perishable supplies 1–2 days ahead, but collect fresh produce and chill drinks on the day before or morning of the meeting. Keep power banks, extension cords and power strips together at the registration or technical desk.

Frequently asked questions

How many drinks do I need for an energy meeting?: Plan 2–3 drinks per person for the first hour and 1 additional drink per person for every hour after that. Add around 10% extra if the meeting lasts most of the day or transport delays are possible.
How much tableware should I buy for an energy meeting?: Provide one cup, glass, plate and cutlery set per attendee, then add 10% spare. For 50 attendees, that means at least 55 of each core item, with additional coffee spoons and serving utensils.
When should I buy food for an energy meeting?: Buy shelf-stable supplies 1–2 days in advance. Collect fresh produce and prepare chilled drinks no earlier than the day before, while dietary meals should be confirmed with the caterer 3–5 days ahead.
What AV equipment is needed for an energy meeting?: Prepare a projector, projection screen, laptop, HDMI cables and an adapter kit, plus a presentation clicker. Test the complete setup at least 2 hours before guests arrive and check microphones, mixer, speakers and power connections.

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