How to organise a shopping day without last-minute problems

A shopping day needs more than a list of products and a room full of buyers. Start by fixing the participant numbers, schedule and supplier details, then build the day around registration, presentations and purchasing. Dietary requirements, parking information and delivery times need attention early because they affect catering and room setup. On the final day, check groceries as they arrive, chill refrigerated items immediately and prepare name tags, tables and purchasing folders before people arrive.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Create the participant list
2
Send invitations
3
Process registrations
4
Collect dietary requirements
5
Confirm suppliers
6
Reserve meeting rooms
7
Set the schedule and times
2 people
8
Collect supplier information
2 people
9
Set up presentation spaces
2 people
10
Design name badges
11
Prepare purchase forms
12
Communicate route and parking
13
Confirm registrations again
14
Check the shopping list
2 people
15
Do the shopping
2 people
16
Receive deliveries
2 people
17
Check groceries
2 people
18
Chill refrigerated items
2 people
19
Sort name tags
20
Prepare purchasing folders
2 people
21
Set up tables
3 people
22
Set up chairs
3 people
23
Set up supplier counters
4 people
24
Set out presentation materials
2 people
25
Hang up signage
2 people
26
Set up registration desk
2 people
27
Prepare coffee and tea
2 people
28
Set out snacks
2 people
29
Test the equipment
2 people

Event

30
Receive participants
3 people
31
Hand out name badges
2 people
32
Explain the program
33
Welcome suppliers
2 people
34
Facilitate presentations
2 people
35
Refill coffee and tea
36
Refill snacks
2 people
37
Collect purchasing requests
2 people
38
Refill drinks
2 people
39
Serving the dinner buffet
4 people
40
Clear away dishes
2 people
41
Collect supplier materials
2 people
42
See off the last participants
2 people

Aftercare

43
Collect waste
3 people
44
Clear tables and chairs
4 people
45
Wash dishes
3 people
46
Clean rooms
3 people
47
Switch off equipment
2 people
48
Return supplier materials
2 people
49
Store leftover stock
2 people
50
Bundle expenses and receipts

What to bring

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

Furniture

Tablesqty 12
Chairsqty 50
Registration desk
High tablesqty 6
Tableclothqty 12

Equipment

Laptopsqty 4
Projectorqty 2
Projection screenqty 2
HDMI cablesqty 4
Extension cordsqty 6
Power stripsqty 6
Flip chartsqty 4
Flipchart markersqty 16
Wireless microphoneqty 2
Presentation clickerqty 2

Tableware

Coffee cupsqty 50
Water glassesqty 60
Wine glassesqty 50
Platesqty 60
Soup bowlsqty 50
Cutlery setsqty 60
Serving spoonsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving plattersqty 10
Serving traysqty 8
Serving tongsqty 8

Catering

Purchasing foldersqty 45
Name badgesqty 50
Pensqty 60
Notepadsqty 50
Badge holdersqty 50
Groceries

Decorations

Welcome sign
Wayfinding signsqty 8
Table numbersqty 12
Flower arrangementsqty 6
Desk standsqty 12

Lighting

Mood lightingqty 4

Cleaning

Bucketsqty 3
Broom setsqty 2
Mopsqty 3
Rubber glovesqty 6
Towelsqty 12

Tips

Set the schedule only after you know the registration process and supplier availability. Leave clear time for check-in, presentations, shopping and collecting completed purchase forms rather than filling every minute.
Collect dietary requirements with registration and pass the final numbers to the catering team before the event. Do not wait until the morning itself, when changing menus or tableware becomes difficult.
Confirm supplier information and room access several days before the shopping day. Check where supplier counters, presentation spaces, tables and power connections will go so setup does not block registration.
Prepare the practical paperwork in advance: purchase forms, purchasing folders, name badges and the final shopping list. Sort the badges and place the folders at the registration desk before the first participant arrives.
Treat deliveries and groceries as a timed task, not a finishing detail. Check each delivery against the order, move refrigerated items into coolers or refrigeration immediately, and keep serving equipment ready for setup.

Frequently asked questions

How far in advance should I organise a shopping day?: Start planning at least 3 to 4 weeks before the date. Send invitations early enough to close registrations, collect dietary requirements and confirm suppliers before the final week.
When should I confirm registrations for a shopping day?: Send a second confirmation 3 to 5 days before the event. Use the final number for room layout, name badges, catering quantities and the number of purchase forms.
How much time should I allow for setting up a shopping day?: Allow at least 2 hours before participants arrive for tables, chairs, supplier counters, presentation equipment, signage and registration materials. Add extra time if deliveries arrive on the same morning.
What should I do when groceries are delivered before the event?: Check every delivery against the shopping list as soon as it arrives. Chill refrigerated items immediately and finish the check at least 60 minutes before serving or presenting them.

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.