What to buy and bring for a general meeting

A general meeting needs more than chairs and printed agendas. You also need a clear registration point, presentation equipment, voting supplies, refreshments and enough tableware for the final attendance number. Use the confirmed registrations to size your catering and drinks, then add a small buffer for late arrivals and spills. This shopping list covers the practical items that are often forgotten until setup starts, including cables, power, carafes, serving utensils and document copies.

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What to bring

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

Furniture

Meeting tablesqty 8
Chairsqty 70
Registration desk
Buffet tablesqty 3
Speaker table
Polling station
Coat rackqty 2

Equipment

Projector
Projection screen
Laptop
HDMI cableqty 2
Extension cordqty 4
Power stripqty 4
Wireless microphoneqty 2
Microphone stand
Speakerqty 2
Power bankqty 2

Tableware

Coffee cupsqty 70
Glassesqty 80
Water glassesqty 70
Platesqty 80
Coffee spoonsqty 70
Teaspoonsqty 40
Forksqty 80
Knivesqty 80
Serving spoonsqty 8
Carafesqty 8
Thermos flasksqty 5

Kitchen

Coffee makerqty 2
Kettleqty 2
Coolersqty 3
Serving plattersqty 10
Serving trays with lidsqty 4
Cutting boardsqty 2
Bread knivesqty 2
Pliersqty 4
Measuring cupsqty 2
Ice packsqty 12

Decorations

Tableclothsqty 12
Name badgesqty 70
Table number cardsqty 8
Flower arrangementsqty 4
Directional signsqty 6
Information board

Catering

Coffeeqty 3
Tea boxqty 2
Sugar bowlsqty 3
Milk jugsqty 4
Groceries
- Coffee beans - 3 bags
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 packs
- Milk - 6 liters
- Oat milk - 3 liters
- Lemon - 6 pieces
- Still mineral water - 8 bottles
- Sparkling mineral water - 6 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Tonic - 2 bottles
- Apple juice - 3 packs
- Grape juice - 2 packs
- Beer - 5 crates
- Alcohol-free beer - 2 crates
- White wine - 8 bottles
- Red wine - 4 bottles
- Rosé - 4 bottles
- Bitter lemon - 2 bottles
- Ice cubes - 10 bags
- Butter - 500 grams
- Cream cheese - 4 tubs
- Young cheese - 1,5 kilo
- Brie - 500 grams
- Hummus - 6 tubs
- Peanut butter - 1 jar
- Strawberry jam - 2 jars
- Honey - 1 jar
- Baguettes - 12 pieces
- Mini rolls - 100 pieces
- Whole grain bread - 4 loaves
- Wraps - 5 packs
- Chicken breast topping - 1 kilo
- Ham - 1 kilo
- Smoked salmon - 500 grams
- Cucumber - 8 pieces
- Tomatoes - 2 kilos
- Bell peppers - 8 pieces
- Arugula - 6 bags
- Mixed lettuce - 4 bags
- Red onion - 4 pieces
- Olives - 3 jars
- Pickles - 2 jars
- Grapes - 3 kilos
- Apples - 50 pieces
- Bananas - 30 pieces
- Mandarins - 40 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 5 bags
- Salted peanuts - 4 bags
- Snack mix - 4 bags
- Rice crackers - 4 bags
- Cheese sticks - 5 packs
- Mini quiches - 100 pieces
- Vegetarian puff pastry snacks - 80 pieces
- Vegan vegetable bites - 50 pieces
- Olive oil - 1 bottle
- Balsamic vinegar - 1 bottle
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pepper - 1 grinder
- Salt - 1 pack
- Napkins - 300 pieces
- Coffee filters - 2 packs
- Cling film - 1 roll
- Aluminum foil - 1 roll
- Parchment paper - 1 roll
- Trash bags - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Sponges - 6 pieces
- Tea towels - 12 pieces

Voting Materials

Ballotsqty 100
Ballot boxesqty 2
Voting booth
Pencilsqty 80
Pensqty 30

Documentation

Agendasqty 80
Annual reportsqty 80
Minutesqty 80
Annual accountsqty 80
Decision listsqty 80
Attendance listsqty 4
Name stickersqty 100
Notepadsqty 70
Clipboardsqty 4
Bindersqty 6
Envelopesqty 100
Information leafletsqty 80

Cleaning

Waste binsqty 8
Trash binsqty 4
Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 2
Cleaning glovesqty 4

Lighting

Standing lampsqty 2
Battery lightsqty 6

Other

Duct tapeqty 2
Scissorsqty 3
Markersqty 6
Whiteboard
Whiteboard markersqty 6
Cable ties
First aid kit

Tips

Plan one chair per registered attendee, plus 5–10% extra if the venue allows it. Set aside a separate registration desk and keep the attendance list, pens and printed documents there.
For a meeting lasting two to three hours, allow roughly two cups of coffee or tea and one glass of water per person. Add 10% extra cups and glasses so a missing or spilled item does not interrupt service.
Check presentation connections at least one day before the meeting. Bring the laptop, projector, screen, HDMI cable, extension cord, power strip and a power bank; a spare adapter is useful if the laptop has no HDMI port.
Set up the voting area before attendees arrive. Prepare ballot papers for the expected voting members plus at least 10% extra, and provide a separate polling station so completed ballots remain private.
Confirm the final headcount with the caterer no later than the agreed catering deadline, usually 3–5 working days before the meeting. Include dietary requirements and collect catering only when you have enough time for setup and serving.

Frequently asked questions

How many chairs do I need for a general meeting?: Provide one chair for every confirmed attendee and add 5–10% spare chairs where space permits. For 80 registrations, that means 80 seats and approximately 4–8 extra chairs.
How much coffee and water should I buy for a general meeting?: For a two- to three-hour meeting, plan about two hot drinks and one glass of water per person. For 50 attendees, prepare around 100 cups of coffee or tea and 50 glasses of water, with 10% extra tableware.
How many ballot papers should I print?: Print one ballot paper for each eligible voter, plus at least 10% spare copies. If 60 members can vote, prepare at least 66 ballot papers and keep them at the polling station.
When should I arrange catering for a general meeting?: Confirm the final number and dietary requirements with the caterer 3–5 working days before the meeting, or earlier if the caterer sets a longer deadline. Avoid ordering from the initial registration count because registrations and cancellations can still change.

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