What you need for an integration meeting

An integration meeting needs more than coffee and a room. Plan for registration, shared meals, dietary labels, presentations and informal conversation, so the right supplies are available from arrival through the final session. This shopping list covers tableware, serving equipment, kitchen items, furniture and basic AV equipment. Use the expected attendance to scale quantities, then confirm dietary requirements before ordering food and drinks.

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What to bring

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

Furniture

Foldable tablesqty 10
Chairsqty 70
Buffet tablesqty 4
Registration desk
High tablesqty 6
Clothes racksqty 2

Tableware

Dinner platesqty 80
Dessert platesqty 80
Soup bowlsqty 30
Drinking glassesqty 100
Coffee cupsqty 80
Cutlery setsqty 80
Serving spoonsqty 12
Serving plattersqty 16
Serving traysqty 8
Mugsqty 40

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Kitchen tongsqty 8
Measuring cupsqty 2
Oven glovesqty 4
Food warmersqty 6
Ice cube traysqty 4

Equipment

Portable speaker
Wireless microphone
Projector
Projection screen
Extension cordsqty 4
Power stripsqty 4
Laptop
Presentation remote

Decorations

Tableclothsqty 10
String lightsqty 6
Buntingqty 6
Flower arrangementsqty 8
Welcome sign
Table signsqty 12
Name badgesqty 70
Pensqty 30
Tapeqty 4
Scissorsqty 4
Poster puttyqty 4

Cleaning

Waste binsqty 6
Washing-up basinsqty 6
Spongesqty 8
Trash binsqty 4
Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 3

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Green tea - 1 box
- Herbal tea - 1 box
- Sugar - 2 packs
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Spa Blauw - 8 bottles
- Sparkling mineral water - 6 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Tonic - 3 bottles
- Ginger beer - 3 bottles
- Ice cubes - 12 bags
- Sandwiches - 80 pieces
- Wholemeal bread - 6 loaves
- Wraps - 80 pieces
- Plain hummus - 8 tubs
- Hummus paprika - 6 tubs
- Cream cheese - 4 tubs
- Young cheese - 3 kilos
- Aged cheese - 2 kilo
- Turkey breast - 2 kilos
- Vegetarian spread - 6 tubs
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Cucumbers - 12 pieces
- Tomatoes - 4 kilos
- Bell peppers - 3 kilos
- Arugula - 8 bags
- Carrots - 3 kilos
- Olives - 4 jars
- Falafel - 5 kilos
- Grilled chicken - 5 kilos
- Basmati rice - 5 kilos
- Couscous - 4 kilo
- Chickpeas - 12 cans
- Lentils - 8 cans
- Vegetable bouillon - 3 packs
- Diced tomatoes - 12 cans
- Coconut milk - 8 cans
- Stir-fry vegetables - 8 kilo
- Onions - 3 kilos
- Garlic - 6 bulbs
- Fresh ginger - 500 gram
- Olive oil - 2 liters
- Sunflower oil - 2 liters
- Salt - 1 pack
- Black pepper - 1 jar
- Curry powder - 1 jar
- Paprika powder - 1 jar
- Cumin - 1 jar
- Cinnamon - 1 jar
- Chili flakes - 1 jar
- Ketchup - 3 bottles
- Mayonnaise - 3 jars
- Garlic sauce - 3 bottles
- Yogurt dressing - 3 bottles
- Sweet chili sauce - 3 bottles
- Apples - 6 kilos
- Bananas - 5 kilo
- Grapes - 4 kilos
- Oranges - 5 kilos
- Dates - 2 kilos
- Baklava - 4 kilos
- Cookies - 6 packs
- Dark chocolate - 2 kilo
- Nut mix - 2 kilo
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Salty popcorn - 4 bags
- Aluminum foil - 3 rolls
- Cling film - 3 rolls
- Baking paper - 2 rolls
- Paper napkins - 8 packs
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Toilet cleaner - 2 bottles
- Dishwasher tablets - 1 box
- Hand soap - 4 bottles
- Hand sanitizer - 4 bottles
- Kitchen gloves - 2 boxes

Tips

Count one complete place setting per attendee, plus 10% spare plates, bowls, cups and cutlery. For a 40-person meeting, that means 44 of each item used at the meal.
Plan two to three drinks per person for the first hour, then one drink per person per additional hour. Chill drinks before guests arrive and keep extra stock in coolers.
Allow one coffee cup or mug per attendee for each coffee service, with at least two coffee machines or kettles for groups of 30 or more. Thermos flasks help keep the service running during presentations.
Use one serving platter or tray for roughly every 8 to 10 guests and provide serving spoons and tongs for each dish. Prepare separate labels for dietary options before the buffet opens.
Check AV equipment at least one day beforehand: charge the portable speaker, test the wireless microphone and connect the projector to the presentation device. Keep extension leads and adapters with the equipment rather than buying them at the last minute.

Frequently asked questions

What tableware do I need for an integration meeting?: For each attendee, plan one dinner plate, dessert plate, drinking glass and cutlery set, plus soup bowls if soup is served. Add 10% spare settings; for 50 people, prepare 55 of each regularly used item.
How many drinks should I buy for an integration meeting?: Buy two to three drinks per person for the first hour and one per person for every additional hour. For 40 attendees over three hours, plan roughly 160 to 200 drinks, adjusting for coffee and water served separately.
How much coffee equipment is needed for 30 people?: Provide at least two coffee machines or kettles for 30 people, along with 30 cups or mugs and spare supplies. Add thermos flasks if coffee must remain available during the programme.
When should I order catering for an integration meeting?: Confirm the caterer and menu at least 7 days before the meeting, then give the final attendee count and dietary requirements 2 to 3 days beforehand. Prepare diet labels before setting up the buffet.

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