What to buy for an introductory meeting

An introductory meeting usually needs more than coffee and a projector. Plan for registration, name badges, refreshments, tableware and presentation equipment before guests arrive. For drinks, allow two to three servings per person during the first hour, plus water throughout the meeting. Check dietary requirements before buying snacks, and keep fresh food chilled until it is ready to serve. This list helps you cover the supplies that are easy to overlook when preparing the room.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Registration desk
Buffet tablesqty 3
Coat racksqty 2

Tableware

Dinner platesqty 60
Dessert platesqty 60
Water glassesqty 70
Wine glassesqty 60
Coffee cupsqty 60
Forksqty 70
Knivesqty 70
Spoonsqty 70
Serving plattersqty 10
Serving utensilsqty 8

Equipment

Projector
Projection screen
Laptop
HDMI cableqty 2
Extension cordsqty 4
Power stripsqty 4
Microphone
Portable speaker

Kitchen

Coolersqty 3
Thermos flasksqty 4
Coffee makerqty 2
Water jugsqty 6
Cutting boardsqty 4
Bread knivesqty 3
Serving tongsqty 6
Bottle openersqty 3

Decorations

Name badgesqty 60
Tableclothsqty 8
Table signsqty 8
Pensqty 30
Notepadsqty 60
Wristbandsqty 60

Lighting

LED lampsqty 6

Cleaning

Waste binsqty 6
Bucketsqty 2
Mopsqty 3
Vacuum cleaner

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 3 liters
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Beer - 60 bottles
- Non-alcoholic beer - 24 bottles
- White wine - 8 bottles
- Red wine - 5 bottles
- Sparkling wine - 3 bottles
- Baguettes - 10 pieces
- Mini rolls - 80 pieces
- Whole wheat bread - 5 loaves
- Butter - 3 packs
- Hummus - 6 tubs
- Cream cheese - 5 tubs
- Young cheese - 3 kilos
- Aged cheese - 2 kilo
- Smoked chicken breast - 1,5 kilo
- Grilled vegetables - 2 kilos
- Mixed salad - 3 kilos
- Cucumber - 8 pieces
- Cherry tomatoes - 2 kilos
- Arugula - 6 bags
- Olives - 4 jars
- Pesto - 4 jars
- Balsamic dressing - 3 bottles
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Salty nuts - 6 bags
- Grapes - 4 kilos
- Apples - 50 pieces
- Mini brownies - 60 pieces
- Cookies - 6 packs
- Lemons - 10 pieces
- Ice cubes - 10 kilos
- Napkins - 300 pieces
- Paper cups - 100 pieces
- Stirrers - 100 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Cleaning sponges - 6 pieces
- Hand soap - 4 bottles

Tips

Buy drinks and snacks only after you have confirmed registrations and dietary requirements. Add roughly 10% extra for refreshments so a small change in attendance does not leave you short.
Prepare one name badge and one pen or marker for every attendee, plus at least five blank badges for late registrations or spelling corrections. Keep them at the registration desk rather than on the buffet table.
Allow about 250 ml of water per person for each hour of the meeting, and provide extra jugs or bottles for the presentation area. Chill drinks before guests arrive; a cooler is useful when the venue refrigerator is too small.
For coffee and tea, plan one cup per person for the first hour and one additional cup for every following hour. Check that you have enough cups, spoons, sugar, milk and thermos capacity before setting up the coffee station.
Test the laptop, projector, screen, HDMI cable, microphone and speaker at least 60 minutes before opening the venue. Bring extension cords and power strips, because presentation equipment and the registration desk rarely share a convenient socket.

Frequently asked questions

What drinks do I need for an introductory meeting?: Allow two to three drinks per person for the first hour, then about one drink per person for each additional hour. Include water as well as coffee, tea and any other planned refreshments, and chill drinks at least 2 hours before guests arrive.
How many snacks should I buy for an introductory meeting?: Plan for 2 to 3 snack portions per person for a short meeting, or 4 to 6 portions per person if it lasts several hours. Buy at least 10% extra and confirm dietary requirements no later than 3 days before the meeting.
What equipment is needed for an introductory meeting presentation?: Prepare a laptop, projector, projection screen, HDMI cable, extension cords and power strips. If speakers will address the full room, add a microphone and portable speaker, and test every connection at least 60 minutes before opening.
How much tableware do I need for an introductory meeting?: Provide one water glass and one coffee cup per attendee, plus about 10% spare. For a buffet, also prepare plates, forks, knives, spoons, serving platters and serving utensils before the food is set out.

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