What you need for an evaluation meeting

For an evaluation meeting, the shopping list covers more than coffee and snacks. You need practical supplies for registration, discussion, note-taking and presenting results, plus enough tableware for the full group. Plan quantities from the confirmed participant list, including dietary requirements, and check cables and power before the meeting day. The list below also helps you spot items that are often arranged too late, such as name badges, markers and chilled drinks.

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What to bring

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

Furniture

Tablesqty 6
Chairsqty 45
Buffet tablesqty 2
Registration desk
Clothes racksqty 2

Tableware

Platesqty 50
Bowlsqty 50
Glassesqty 60
Coffee cupsqty 50
Cutlery setsqty 50
Serving plattersqty 8

Equipment

Laptop
Projector
Projection screen
HDMI cablesqty 2
Extension cordsqty 4
Power stripsqty 4
Microphone

Office supplies

Name badgesqty 50
Pensqty 50
Notepadsqty 50
Flip chart
Markersqty 12
Sticky notesqty 10

Decorations

Tableclothsqty 8
Flower arrangementsqty 6
Welcome sign

Lighting

Mood lightingqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3

Cleaning

Washing-up bowlsqty 2
Cleaning clothsqty 10
Waste binsqty 4

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 1 box
- Herbal tea - 1 box
- Sugar - 1 kilo
- Sweetener - 1 box
- Milk - 5 liters
- Oat milk - 3 liters
- Coffee biscuits - 4 packs
- Still water - 6 bottles
- Sparkling water - 6 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Iced tea - 3 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Herb butter - 4 tubs
- Baguettes - 8 pieces
- Hummus - 4 tubs
- Tapenade - 3 jars
- Mixed nuts - 2 kilos
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Salty breadsticks - 3 bags
- Olives - 3 jars
- Grapes - 3 kilos
- Apples - 40 pieces
- Mixed salads - 6 bowls
- Pasta salad - 6 kilos
- Wraps - 50 pieces
- Chicken breast slices - 2 kilos
- Hummus spread - 1.5 kilos
- Young cheese - 2 kilos
- Mayonnaise - 1 jar
- Ketchup - 1 bottle
- Vegetarian meal salad - 8 pieces
- Vegan meal salad - 5 pieces
- Allergen-free meal salad - 3 pieces
- Brownies - 50 pieces
- Fresh fruit - 4 kilo
- Ice cubes - 10 kilos
- Napkins - 100 pieces
- Coffee filters - 1 pack
- Paper towels - 4 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Hand soap - 4 bottles

Tips

Buy or prepare one name badge and one pen per participant, plus at least 10% extra for late registrations or replacements. Keep the badges at the registration desk so attendance can be checked as people arrive.
Plan drinks for the meeting length: allow two to three drinks per person during the first hour and one per person for each additional hour. Chill bottled or canned drinks several hours beforehand rather than just before the meeting.
For coffee and tea, provide one cup per person for the first serving and enough extra cups for refills. Check that the coffee machines and kettles can serve the entire group without creating a long queue during the break.
Bring presentation backups: one HDMI cable, one extension cord and one power strip for each active setup, plus one spare HDMI cable. Test the laptop, projector, screen and microphone together before participants arrive.
Match plates, bowls, glasses, coffee cups and cutlery to the confirmed headcount, then add about 10% extra. Set aside serving platters and buffet tables before catering arrives so food can be placed without moving registration or presentation equipment.

Frequently asked questions

What should I buy for an evaluation meeting?: Plan coffee, tea, chilled drinks, snacks or catering, and tableware for every participant. You will also need name badges, pens, notepads, sticky notes, flip-chart markers and the equipment required for presentations, including a laptop, projector, screen and HDMI cables.
How many drinks do I need for an evaluation meeting?: Allow two to three drinks per person for the first hour, then one additional drink per person for every extra hour. Add roughly 10% if the meeting runs long or the venue has no nearby shop.
How much stationery is needed per participant?: Prepare one pen, one notepad and one name badge per participant, with at least 10% extra. For group exercises, provide several packs of sticky notes and enough flip-chart markers for each working table.
When should I check the evaluation meeting supplies?: Check the shopping list at least 3 to 5 days before the meeting, after registrations and dietary requirements are updated. Test presentation equipment and confirm catering no later than the day before, then chill drinks and set out supplies on the meeting day.

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