What to buy for a general meeting

A general meeting needs more than chairs and a conference table. Plan the food and drinks, then match cups, glasses, plates and serving equipment to the number of attendees. You will also need practical kitchen items, cooling equipment and presentation essentials such as power strips and extension cords. Check these supplies at least one week before the meeting so missing equipment can still be borrowed or purchased.

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What to bring

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

Furniture

Chairsqty 60
Tablesqty 10
Registration desk
Buffet tablesqty 3
Stoolsqty 6

Tableware

Coffee cupsqty 60
Water glassesqty 60
Wine glassesqty 60
Platesqty 70
Cutlery setsqty 70
Serving plattersqty 10
Serving tongsqty 6

Equipment

Laptop
Projector
Projection screen
Wireless microphoneqty 2
Speakersqty 2
Extension cordsqty 4
Power stripsqty 4
Presentation clicker

Refrigeration

Coolersqty 3
Ice binsqty 3

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 6
Cutting boardsqty 3
Chef's knivesqty 3
Serving spoonsqty 6
Bottle openersqty 3
Corkscrewsqty 3

Presentation

Name badgesqty 60
Ballotsqty 80
Ballot box
Notepadsqty 60
Ballpoint pensqty 70
Printer paperqty 500
Foldersqty 60
Flip chart
Markersqty 6
Table numbersqty 10

Decorations

Tableclothsqty 10
Flower arrangementsqty 4
Welcome sign

Lighting

Table lampsqty 6

Cleaning

Waste binsqty 6
Bucketsqty 2
Mopsqty 2
Dustpan and brushqty 2

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 packs
- Sweetener - 1 box
- Milk - 6 liters
- Oat milk - 3 liters
- Lemons - 8 pieces
- Spa Blauw - 8 bottles
- Spa Rood - 6 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Non-alcoholic beer - 24 bottles
- Pilsener - 48 bottles
- White wine - 8 bottles
- Red wine - 6 bottles
- Prosecco - 4 bottles
- Baguettes - 8 pieces
- Mini rolls - 80 pieces
- Butter - 4 packs
- Young cheese - 2 kilos
- Aged cheese - 2 kilo
- Brie - 1 kilo
- Hummus - 6 tubs
- Smoked chicken breast - 1,5 kilo
- Ham - 1,5 kilo
- Vegetarian spreads - 6 tubs
- Herb cream cheese - 6 tubs
- Cucumbers - 8 pieces
- Cherry tomatoes - 2 kilos
- Bell peppers - 8 pieces
- Carrots - 2 kilo
- Grapes - 3 kilos
- Apples - 60 pieces
- Bananas - 40 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Mixed nuts - 2 kilos
- Olives - 6 jars
- Sun-dried tomatoes - 4 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pesto - 4 jars
- Balsamic dressing - 2 bottles
- Pasta salad - 6 kilos
- Potato salad - 5 kilos
- Green salad - 5 kilos
- Quinoa salad - 3 kilos
- Mini quiches - 80 pieces
- Vegetarian wraps - 60 pieces
- Chicken wraps - 60 pieces
- Mixed sandwiches - 60 pieces
- Brownies - 60
- Mini muffins - 60 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Napkins - 300 pieces
- Paper towels - 6 rolls
- Paper towels - 6 rolls
- Garbage bags - 30 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet paper - 24 rolls
- Hand soap - 4 bottles

Tips

Plan two to three drinks per person for the first hour, then one drink per person for each additional hour. Include water, coffee and tea rather than relying only on soft drinks.
Count tableware against your attendance list, adding 10% extra plates, cups, glasses and cutlery. Late registrations and misplaced items are common at member meetings.
Arrange cooling space before buying drinks. Use coolers or ice bins for bottles, and chill drinks several hours before doors open instead of trying to cool everything during registration.
Test the laptop, projector, screen, microphone and speakers together at least one day beforehand. Pack the correct extension cords, power strips and presentation clicker; these are often forgotten until setup.
Set aside serving platters, tongs, spoons, bottle openers and corkscrews with the catering supplies. Food may arrive on time, but serving it becomes difficult when these small items are missing.

Frequently asked questions

How many drinks do I need for a general meeting?: Allow two to three drinks per person during the first hour, followed by about one drink per person for every additional hour. Add 10% extra when attendance is uncertain or the meeting includes a reception.
How much tableware should I buy for a general meeting?: Provide one plate, one cutlery set and at least one coffee cup and water glass per attendee, plus 10% spare. Add wine glasses only if wine is being served.
When should I buy and chill drinks for a general meeting?: Buy non-perishable drinks and supplies at least one week ahead. Chill bottled and canned drinks for several hours before the meeting, and prepare ice or ice bins before registration starts.
What AV equipment do I need for a general meeting?: Prepare a laptop, projector, projection screen, wireless microphone, speakers and presentation clicker. Check every connection at least one day before the meeting and bring extension cords and power strips as backup.

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