What you need for an expert meeting

An expert meeting needs more than chairs and a projector. You also need a reliable registration point, clear name badges, enough coffee equipment and the right adapters for every presentation. Use the plan’s shopping list to prepare the room, catering and technical setup in advance. Check dietary requirements before ordering food, and make sure drinks can be chilled before guests arrive.

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What to bring

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

Furniture

Chairsqty 45
Tablesqty 6
Reception table
Coat rackqty 2

Tableware

Dinner platesqty 45
Dessert platesqty 45
Coffee cupsqty 45
Water glassesqty 60
Wine glassesqty 50
Cutlery setsqty 50
Serving plattersqty 8
Serving spoonsqty 8

Equipment

Laptop
Projector
Projection screen
Wireless microphoneqty 2
Presentation clicker
HDMI adapter kit
Extension cordsqty 4
Power stripsqty 4
Coolersqty 3
Flip chartsqty 2
Flipchart padsqty 4
Whiteboardsqty 2
Whiteboard erasersqty 2

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving traysqty 6
Bread knivesqty 3
Cutting boardsqty 3
Kitchen knivesqty 3

Decorations

Name badge holdersqty 45
Name badgesqty 45
Tableclothsqty 6
Direction signsqty 6

Cleaning

Waste binsqty 4
Dustpan and brushqty 2
Bucketsqty 2

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Sweetener - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Still mineral water - 8 bottles
- Sparkling mineral water - 6 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Bitter lemon - 2 bottles
- Ginger beer - 2 bottles
- Non-alcoholic beer - 24 bottles
- Pilsner - 48 bottles
- White wine - 8 bottles
- Red wine - 5 bottles
- Prosecco - 4 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Lemons - 8 pieces
- Apples - 30 pieces
- Grapes - 3 kilos
- Mini cucumbers - 2 kilos
- Cherry tomatoes - 2 kilos
- Carrots - 2 kilo
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Snacks - 3 bags
- Olives - 4 jars
- Mixed nuts - 2 kilos
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Baguettes - 12 pieces
- Wholemeal bread - 6 loaves
- Wraps - 6 packs
- Cheese - 3 kilos
- Smoked chicken breast - 2 kilo
- Hummus wrap filling - 2 kilos
- Mixed salad - 5 kilos
- Cherry tomatoes for salad - 2 kilos
- Cucumber for salad - 2 kilo
- Red onion - 1 kilo
- Feta - 1 kilo
- Olive oil - 2 bottles
- Balsamic vinegar - 1 bottle
- Yogurt dressing - 2 bottles
- Pasta - 4 kilo
- Pesto - 4 jars
- Tomato sauce - 6 jars
- Parmesan cheese - 1 kilo
- Grilled vegetables - 4 kilos
- Vegetarian meatballs - 3 kilos
- Sandwiches - 50 pieces
- Butter - 1 kilo
- Brownies - 50 pieces
- Mini fruit tarts - 50 pieces
- Cookies - 4 packs
- Almonds - 1 kilo
- Gluten-free rolls - 8 pieces
- Vegan spreads - 2 packs
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Sponges - 6 pieces
- Microfiber cloths - 12 pieces
- Paper towels - 6 rolls
- Napkins - 200 pieces
- Toilet paper - 24 rolls
- Trash bags - 40 pieces

Tips

Plan one chair and one place setting per registered participant, plus a small reserve for late additions. Keep the reception table separate from the catering tables so registration does not block the coffee service.
Prepare at least one name badge holder and printed name badge for every participant, speaker and staff member. Print the participant list before setup and keep a few blank badges available for last-minute registrations.
Allow one coffee cup, water glass and cutlery set per person for the first service. Add extra cups and glasses if the meeting lasts several hours or includes a meal and a separate coffee break.
Bring the full presentation setup together: laptop, projector, screen, wireless microphone, clicker, HDMI adapter kit, extension cords and power strips. Test every presentation with the actual laptop and adapters before participants arrive.
Set up the coffee station with the coffee maker, kettles and thermos flasks before registration opens. Chill drinks in coolers early enough that they are cold when the first guests arrive, rather than trying to do it during the opening session.

Frequently asked questions

What equipment do I need for an expert meeting presentation?: Plan for a laptop, projector, projection screen, wireless microphone, presentation clicker and an HDMI adapter kit. Bring extension cords and power strips as well, and test the complete setup before the meeting starts.
How many chairs and tables do I need for an expert meeting?: Provide one chair per registered participant, speaker and staff member who will sit in the room. Add at least 2 spare chairs, and include tables for the meeting layout, reception desk, catering and coffee station.
How many name badges should I prepare?: Prepare one name badge and one holder for every registered participant, speaker and staff member. Print a few blank badges as backup so late registrations can be handled at the reception desk.
When should I buy and chill drinks for an expert meeting?: Buy drinks before the final setup day so you can check quantities against the registrations. Put them in coolers several hours before guests arrive; do not leave chilling until registration begins.

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