What to Buy for an Integration Meeting

An integration meeting needs more than refreshments and chairs. You will need a clear reception setup, visible name badges, discussion materials, table signage and reliable presentation equipment. Use the participant list to calculate food, drinks and tableware, then add a small buffer for late arrivals and spills. Buy fresh produce as close to the meeting as possible, keep chilled items cold, and check cables and power supplies before the venue opens.

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What to bring

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

Furniture

Tablesqty 10
Chairsqty 90
Buffet tablesqty 4
Reception desk
High tablesqty 4
Coat racksqty 2
Tablecloth setsqty 10

Tableware

Dinner platesqty 100
Dessert platesqty 100
Bowlsqty 90
Drinking glassesqty 120
Coffee cupsqty 90
Cutlery setsqty 100
Serving spoonsqty 16
Serving plattersqty 20

Decorations

Name badgesqty 100
Name card holdersqty 20
Table numbersqty 10
Flagsqty 6
Flower arrangementsqty 10
Information boardsqty 8
Poster puttyqty 4

Equipment

Laptop
Projector
Projection screen
HDMI cableqty 2
Microphoneqty 2
Portable speakerqty 2
Extension cordqty 4
Power stripqty 4

Kitchen

Food warmersqty 6
Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Cutting boardsqty 6
Chef's knifeqty 6
Measuring cupsqty 4
Coolersqty 4

Lighting

LED lightsqty 6
Mood lightingqty 4
Battery lampsqty 6

Cleaning

Waste binsqty 6
Vacuum cleaner
Mop setqty 2
Cleaning bucketqty 2
Hand soap dispensersqty 4

Catering

Groceries
- Coffee - 2 kilograms
- Tea selection - 200 bags
- Sugar - 2 kilograms
- Milk - 10 liter
- Oat milk - 6 liters
- Lemons - 2 kilograms
- Still mineral water - 60 liters
- Sparkling mineral water - 40 liters
- Cola - 12 liters
- Cola Zero - 12 liters
- Orange soda - 8 liters
- Apple juice - 8 liters
- Orange juice - 8 liters
- Mint - 10 bunches
- Apples - 8 kilograms
- Bananas - 6 kilograms
- Grapes - 5 kilograms
- Cucumbers - 8 pieces
- Cherry tomatoes - 5 kilo
- Carrots - 5 kilograms
- Bell peppers - 5 kilograms
- Red onions - 2 kilograms
- Onions - 3 kilograms
- Garlic - 500 grams
- Eggplants - 5 kilograms
- Zucchinis - 5 kilograms
- Mushrooms - 4 kilogram
- Spinach - 3 kilograms
- Chickpeas - 20 cans
- Lentils - 12 cans
- Diced tomatoes - 20 cans
- Vegetable stock - 2 kilogram
- Couscous - 8 kilograms
- Rice - 8 kilograms
- Pasta - 6 kilograms
- Pita bread - 100 pieces
- Whole wheat bread - 12 loaves
- Baguettes - 20 pieces
- Hummus - 5 kilogram
- Cream cheese - 3 kilograms
- Butter - 2 kilograms
- Feta - 3 kilograms
- Grated cheese - 3 kilogram
- Yogurt - 6 kilogram
- Tahini - 2 kilogram
- Olive oil - 4 liters
- Sunflower oil - 3 liters
- Vinegar - 2 liters
- Mayonnaise - 3 liters
- Ketchup - 3 liters
- Sweet chili sauce - 2 liters
- Soy sauce - 2 liters
- Cumin - 250 grams
- Paprika powder - 250 gram
- Curry powder - 250 grams
- Cinnamon - 100 gram
- Black pepper - 250 grams
- Salt - 1 kilogram
- Dried oregano - 100 grams
- Raisins - 2 kilograms
- Mixed nuts - 2 kilograms
- Paprika chips - 10 bags
- Plain chips - 10 bags
- Olives - 4 kilograms
- Dates - 3 kilogram
- Cookies - 8 packs
- Brownies - 100 pieces
- Ice cubes - 15 kilograms
- Napkins - 500 pieces
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 3 rolls
- Trash bags - 50 pieces
- Dishwasher tablets - 40 pieces
- Dish soap - 2 liters
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Disinfectant wipes - 4 packs
- 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. Add extra water if the meeting runs through a warm or crowded room.
Buy tableware for every registered participant plus 10% extra. For 40 people, that means 44 plates, cups, glasses and cutlery sets, rather than exactly 40.
Prepare one name badge for every participant, host and organiser, with at least five blank badges for spelling corrections or walk-ins. Keep the badges at the reception desk in alphabetical order.
Take one HDMI cable, one extension cord and one power strip for each presentation setup, plus one spare HDMI cable. Test the laptop, projector, screen, microphone and speaker together before participants arrive.
Use one information board at the entrance and one table number for each discussion table. Put poster putty and printed schedules in the same box so signage can be installed without a last-minute shop run.

Frequently asked questions

How much food do I need for an integration meeting?: For a meeting with light catering, allow 4 to 6 snack portions per person, plus one full meal portion if the meeting crosses lunchtime. Add 10% extra for late registrations, larger appetites and dietary substitutions.
How many drinks should I buy for an integration meeting?: Budget two to three drinks per person for the first hour and one per person for every hour after that. For a three-hour meeting with 30 people, plan for about 120 drinks, including water, coffee and other refreshments.
How many name badges and tableware items do I need?: Prepare one name badge per registered participant and organiser, plus five blank badges or 10% extra, whichever is larger. For tableware, buy one complete place setting per person and add 10% spare items.
When should I buy fresh food for an integration meeting?: Buy fresh fruit, vegetables and chilled products one day before the meeting, or on the morning itself when possible. Keep chilled food cold during transport and storage, and sort non-perishable groceries at least one day in advance.

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