What to Buy for a Kickoff Meeting

A kickoff meeting needs more than coffee and a presentation. You will need a clear registration setup, enough tableware for the group, labelled dietary meals, and reliable equipment for the programme. Use the participant list to calculate quantities, then add a small buffer so late registrations or spills do not disrupt the day. Check cables, power strips and presentation equipment before shopping, because these are easy to overlook and difficult to replace at the last minute.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Registration desk
Clothes racksqty 2

Tableware

Coffee cupsqty 60
Glassesqty 80
Platesqty 70
Cutlery setsqty 70
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Serving traysqty 6

Equipment

Laptop
Projector
Projection screen
HDMI cablesqty 2
Extension cordsqty 3
Power stripsqty 4
Portable speakersqty 2

Decorations

Name badgesqty 60
Table runnersqty 8
Flower arrangementsqty 6
Welcome signsqty 3
Balloonsqty 40

Office supplies

Program leafletsqty 60
Pensqty 70
Markersqty 12
Tapeqty 4
Labelsqty 100

Cleaning

Waste binsqty 6
Microfiber clothsqty 12
Bucketsqty 3
Broom and dustpanqty 2

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 1 box
- Herbal tea - 1 box
- Sugar - 1 pack
- Sweetener - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 4 liters
- Still mineral water - 8 bottles
- Sparkling mineral water - 8 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Orange juice - 6 cartons
- Apple juice - 4 packs
- Lemons - 10 pieces
- Coffee pastries - 60 pieces
- Mini quiches - 60 pieces
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Salty breadsticks - 3 bags
- Olives - 4 jars
- Mixed nuts - 3 bags
- Grapes - 4 kilos
- Apples - 50 pieces
- Cucumbers - 6 pieces
- Carrots - 3 kilos
- Hummus - 2 kilos
- Crackers - 6 packs
- Aged cheese - 2 kilo
- Cream cheese - 1 kilo
- Mini buns - 80 pieces
- Vegetarian wraps - 30 pieces
- Vegan wraps - 20 pieces
- Gluten-free rolls - 10 pieces
- Chicken soup - 5 liters
- Vegetarian soup - 5 liters
- Vegan soup - 3 liters
- Butter - 500 grams
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Mustard - 1 jar
- Pepper - 1 can
- Salt - 1 tin
- Paper napkins - 6 packs
- Paper towels - 6 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- Dishwasher tablets - 1 pack
- Toilet paper - 24 rolls

Tips

Buy one name badge and one printed programme leaflet per participant, plus 10% extra for late registrations, damaged badges and visitors. Keep pens and markers at the registration desk.
Plan two to three drinks per person for the first hour, then one drink per person for each additional hour. Chill drinks in coolers before guests arrive and keep dietary meals clearly labelled.
Provide one coffee cup, glass, plate and cutlery set per guest, with at least 10% extra. For a two-hour meeting, prepare enough coffee and tea for roughly two cups per person.
Test the laptop, projector, projection screen, HDMI cables and speakers at the venue at least one day before the meeting. Bring a spare HDMI cable, extension cord and power strip if the room layout is unfamiliar.
Count tables and chairs from the final participant list rather than the initial invitation list. Reserve space for the registration desk, buffet, clothes racks and equipment so these do not block entrances or aisles.

Frequently asked questions

How many name badges and programme leaflets do I need for a kickoff meeting?: Prepare one of each per confirmed participant, then add 10% extra. For 50 attendees, that means 55 name badges and 55 programme leaflets.
How much coffee and tea should I buy for a kickoff meeting?: For a two-hour meeting, plan about two cups per person, including a small buffer. For 40 people, prepare around 80 servings, and provide extra hot water for tea drinkers.
How many drinks should I provide per person?: Allow two to three drinks per person during the first hour, followed by one drink per person for every additional hour. Add 10% extra for warm rooms, delays or spills.
When should I test the presentation equipment?: Test the laptop, projector, screen, HDMI connection and speakers at least one day before the meeting. Repeat a short check 30 minutes before guests arrive, including power and cable placement.

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