Industry meeting shopping list

An industry meeting needs more than coffee and chairs. Plan supplies for registration, seating, catering, presentations and clear directions through the venue. This list covers tableware, serving equipment, coffee-making supplies and AV essentials, including the small items that are often missed until guests arrive. Check quantities against your confirmed participant list and dietary requirements before shopping, then allow time to receive deliveries and test the equipment before the meeting starts.

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What to bring

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

Furniture

Cocktail tablesqty 10
Buffet tablesqty 4
Chairsqty 90
Registration desk
Tableclothsqty 14
Waste binsqty 6

Tableware

Dinner platesqty 100
Dessert platesqty 100
Coffee cupsqty 100
Water glassesqty 120
Wine glassesqty 100
Coffee spoonsqty 100
Table knivesqty 100
Table forksqty 100
Serving spoonsqty 12

Kitchen

Serving traysqty 12
Small bowlsqty 20
Cutting boardsqty 4
Chef's knifeqty 4
Measuring cupsqty 3
Pliersqty 8
Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2

Equipment

Projector
Projection screen
Laptop
Wireless microphone
Speakersqty 2
Extension cordsqty 4
Power stripsqty 4
Power banksqty 3

Lighting

Atmosphere lightsqty 8
LED string lightsqty 4

Decorations

Name badgesqty 100
Display standsqty 8
Flower arrangementsqty 6
Welcome sign
Program boardqty 2
Pensqty 30
Notepadsqty 100
Badge holdersqty 100
Lanyardsqty 100

Cleaning

Cleaning glovesqty 6
Floor squeegeesqty 2
Bucketsqty 3
Dustpan and brushqty 2
Microfiber clothsqty 20
Dish brushesqty 3

Catering

Coolersqty 4
Drink dispensersqty 3
Chafing dishesqty 4
Serving tongsqty 8
Chalkboardsqty 10
Bread basketsqty 6
Water carafesqty 12
Ice cube traysqty 4
Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Tea assortment - 6 boxes
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Lemon - 12 pieces
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Tonic - 4 bottles
- Ginger beer - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Non-alcoholic beer - 30 bottles
- Pilsener - 60 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 6 bottles
- Prosecco - 6 bottles
- Beer crates - 2 crates
- Ice cubes - 12 kilo
- Mineral water for speakers - 12 bottles
- Baguettes - 12 pieces
- Wholemeal bread - 6 loaves
- Mini pistolets - 100 pieces
- Butter - 1 kilo
- Hummus - 2 kilos
- Cream cheese - 1,5 kilo
- Young cheese - 2 kilos
- Aged cheese - 1 kilo
- Brie - 1 kilo
- Smoked chicken breast - 1,5 kilo
- Smoked salmon - 1 kilo
- Falafel - 1.5 kilos
- Cucumber - 12 pieces
- Tomatoes - 3 kilos
- Bell peppers - 2 kilos
- Arugula - 1 kilo
- Mixed salad - 2 kilos
- Red onion - 1 kilo
- Olives - 1 kilo
- Grapes - 3 kilos
- Apples - 40 pieces
- Bananas - 30 pieces
- Strawberries - 2 kilos
- Nut mix - 1.5 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Snacks - 6 bags
- Rice crackers - 4 packs
- Olive oil - 2 bottles
- Balsamic vinegar - 1 bottle
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pesto - 4 jars
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Italian herbs - 1 jar
- Cocktail sticks - 2 boxes
- Napkins - 300 pieces
- Paper straws - 100 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Parchment paper - 1 roll
- Trash bags - 40 pieces
- Large trash bags - 20 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Disinfectant spray - 2 bottles
- Sponges - 10 pieces
- Paper towels - 6 packs

Tips

Plan tableware for every registered participant, plus a small buffer of 5–10% for late additions, breakage and second servings. Include separate plates, cups, glasses, cutlery and serving utensils for each catering moment.
Coffee service is easy to underestimate. Match the number of coffee machines, kettles and thermos flasks to the size of the meeting and the available power supply, and test the setup before attendees arrive.
Keep registration supplies separate from catering supplies. Put name badges, printed programmes and route signs at the registration desk so they are ready before the hall opens.
Check the AV kit as one complete system, not as separate items. Test the laptop, projector, projection screen, wireless microphone, speakers and extension cords with the actual presentation files at least one day beforehand.
Confirm deliveries and venue access before shopping day. Reserve enough time to receive catering and equipment, pick up the keys, open the hall and set up tables and chairs before registration begins.

Frequently asked questions

What tableware do I need for an industry meeting?: For each registered attendee, plan a dinner plate, dessert plate, coffee cup, water glass and the required cutlery. Add 5–10% extra, and include wine glasses only if wine is being served.
How much coffee equipment is needed for an industry meeting?: Base the setup on the number of attendees, the length of the meeting and the number of simultaneous breaks. Arrange enough coffee machines, kettles and thermos flasks to serve the group without a queue, and test every unit at least one day in advance.
When should I check the industry meeting shopping list?: Check it once when registrations and dietary requirements are nearly complete, then again 24–48 hours before the meeting. Do the final quantity check after confirming the participant list and catering order.
What AV equipment should I bring to an industry meeting?: Bring a laptop, projector, projection screen, wireless microphone, speakers and extension cords. Test the complete setup at least one day before the meeting and keep backup presentation files available on the laptop and a separate drive.

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