What you need for an extraordinary general meeting

An extraordinary general meeting needs more than chairs and printed papers. You need a clear voting setup, enough copies of the meeting documents, name badges, writing materials and a separate place for registration or information. For refreshments, plan coffee, tea, water and simple catering without blocking the meeting flow. Use this shopping list to check the room setup, presentation equipment and voting materials before delegates arrive.

Organize this event for free with Lizzt

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Meeting table
Information desk
Voting table
Tableclothsqty 8

Tableware

Coffee cupsqty 60
Water glassesqty 60
Platesqty 60
Cake platesqty 60
Teaspoonsqty 60
Forksqty 60
Serving spoonsqty 8

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Laptop
Projector
Projection screen
Microphoneqty 2
Speakersqty 2
Extension cordsqty 4
Power stripsqty 4

Meeting materials

Ballot box
Clipboardsqty 6
Ballpoint pensqty 80
Name badgesqty 60
Badge holdersqty 60
Notepadsqty 60
Ballotsqty 80
Staplersqty 2
Hole punchesqty 2
Rolls of tapeqty 4
Directional signsqty 6

Kitchen

Thermos flasksqty 4
Serving plattersqty 8
Scissorsqty 2
Cutting boardsqty 3
Bread knivesqty 2

Cleaning

Waste binsqty 4
Bucketsqty 2
Mopsqty 2
Broomqty 2
Dustpan and brushqty 2
Cleaning glovesqty 4

Catering

Groceries
- Coffee - 2 packs
- Tea bags - 100 pieces
- Cocoa Powder - 1 canister
- Sugar - 2 packs
- Mints - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 2 liter
- Whipped cream - 2 canisters
- Spa Blue - 48 bottles
- Spa Rood - 24 small bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Lemons - 8 pieces
- Apples - 30 pieces
- Grapes - 3 bunches
- Bananas - 20 pieces
- Coffee pastries - 60 pieces
- Mini raisin buns - 60 pieces
- Currant buns - 30 pieces
- Butter - 500 grams
- Young cheese - 1,5 kilo
- Back ham - 1 kilo
- Hummus - 4 tubs
- Cucumbers - 4 pieces
- Cherry tomatoes - 1 kilo
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Party nuts - 3 bags
- Olives - 3 jars
- Mini cheese straws - 4 packs
- Snack mix - 3 bags
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Paper napkins - 200 pieces
- Paper cups - 100 pieces
- Stirrers - 100 pieces
- Cling film - 1 roll
- Aluminum foil - 1 roll
- Paper towels - 6 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- Dishwasher tablets - 30 pieces
- All-purpose cleaner - 2 bottles
- Toilet paper - 24 rolls
- Hand soap - 2 dispensers
- Paper towels - 4 packs

Tips

Prepare one printed document pack per attendee, plus at least 5 extra copies for late registrations, replacements and observers. Keep the final agenda and voting instructions at the information table.
For voting, provide one ballot and one ballpoint pen per voter, plus 10% spare ballots and pens. Set up the ballot box and voting table where people can vote without crowding the meeting entrance.
Plan one water glass per attendee and 2–3 coffee or tea servings per person for a meeting lasting up to three hours. Bring extra teaspoons, cake plates and serving spoons because these are easy to overlook.
Allow one chair and one name badge holder for every registered attendee, then add 5 spare places and badges. Keep unused badges at registration so late changes do not require reprinting the full attendance list.
Test the laptop, projector, screen, microphone and speakers at least 60 minutes before opening the room. Pack extension cords and power strips, and bring a backup copy of the presentation on a second device or USB drive.

Frequently asked questions

What do I need for an extraordinary general meeting?: You need meeting furniture, printed documents, ballots, a ballot box, pens, name badges, registration materials, presentation equipment and refreshments. For a three-hour meeting, allow one chair, one document pack and one ballot per attendee, with about 10% spare consumables.
How many ballots and pens should I buy for an extraordinary general meeting?: Prepare one ballot and one ballpoint pen for each eligible voter, then add 10% extra. For 80 voters, that means at least 88 ballots and 88 pens, preferably with a few additional pens for registration and note-taking.
How much coffee and water do I need for the meeting?: For a meeting of up to three hours, plan 2–3 coffee or tea servings per person and one glass of water per person. Add about 10% extra drinks for late arrivals, speakers and people who do not take coffee.
When should I buy and prepare the meeting supplies?: Buy non-perishable meeting materials and tableware at least 7 days ahead. Confirm drinks and catering 2–3 days before the meeting, then test the presentation and sound equipment at least 60 minutes before doors open.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.