Lunch Meeting Shopping List

A lunch meeting needs more than sandwiches and coffee. You also need enough plates, bowls, glasses and serving equipment for the full group, plus a way to keep soup and drinks at the right temperature. Use your confirmed registrations and dietary requirements to set quantities before shopping. Buy shelf-stable groceries first, then collect fresh produce and chilled items close to the meeting so they stay fresh.

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What to bring

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

Furniture

Tablesqty 6
Chairsqty 48
Buffet tablesqty 2
Serving trolley

Tableware

Dinner platesqty 50
Soup bowlsqty 50
Dessert platesqty 50
Coffee cupsqty 50
Drinking glassesqty 60
Coffee spoonsqty 50
Knivesqty 50
Forksqty 50
Soup spoonsqty 50
Serving spoonsqty 8
Serving plattersqty 8
Serving trays with lidsqty 4

Kitchen

Thermos flasksqty 6
Soup kettlesqty 2
Cutting boardsqty 4
Bread knivesqty 3
Kitchen knivesqty 4
Measuring cupsqty 2
Coolersqty 3
Ice cube traysqty 4

Equipment

Coffee machinesqty 2
Kettlesqty 2
Extension cordsqty 3

Decorations

Tableclothsqty 8
Napkin holdersqty 6
Name badgesqty 50
Flower arrangementsqty 6

Lighting

Table lampsqty 6

Cleaning

Waste binsqty 4
Bucketsqty 2
Mopsqty 2
Cleaning glovesqty 4

Catering

Groceries
- White casino bread - 6 loaves
- Whole wheat casinobread - 6 loaves
- Soft white rolls - 30 pieces
- Whole grain rolls - 30 pieces
- Gluten-free rolls - 6 pieces
- Butter - 500 grams
- Margarine - 500 grams
- Young cheese - 2 kilograms
- Aged cheese - 1 kilogram
- Back ham - 1,5 kilogram
- Chicken breast slices - 1 kilogram
- Vegetarian spread - 6 tubs
- Hummus - 1 kilogram
- Egg salad - 1 kilogram
- Tuna salad - 1 kilogram
- Cucumbers - 6 pieces
- Tomatoes - 2 kilograms
- Red bell pepper - 6 pieces
- Lettuce - 6 heads
- Arugula - 4 bags
- Carrots - 2 kilogram
- Potatoes - 5 kilograms
- Leek - 1 kilogram
- Onions - 1 kilogram
- Celeriac - 2 pieces
- Vegetable broth - 3 liters
- Chicken stock - 3 liters
- Cooking cream - 2 liters
- Olive oil - 1 bottle
- Vinegar - 1 bottle
- Mustard - 2 jars
- Mayonnaise - 2 jars
- Pepper - 1 can
- Salt - 1 tin
- Paprika powder - 1 can
- Dried oregano - 1 jar
- Apples - 40 pieces
- Bananas - 30 pieces
- Grapes - 3 kilograms
- Vanilla custard - 4 liter
- Whipped cream - 6 cans
- Cookies - 4 packs
- Coffee - 4 packs
- Tea - 3 boxes
- Sugar - 1 kilogram
- Milk - 6 liters
- Oat milk - 2 liter
- Herbal tea - 2 boxes
- Spa Blauw - 48 bottles
- Sparkling mineral water - 24 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Trash bags - 2 rolls
- Paper towels - 4 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 6 pieces
- Paper towels - 4 packs

Tips

Plan food for the confirmed number of attendees, then add about 10% for bread, toppings and other shared items. Keep dietary requirements separate and clearly labelled before the buffet is set up.
For a seated lunch, prepare one dinner plate, soup bowl, dessert plate, glass, cup, knife, fork and spoon per person. Add at least 10% extra tableware so a dropped item does not disrupt the meeting.
Allow two to three drinks per person for the first hour, then adjust for the meeting length. Chill drinks in advance and have coolers or ice ready if the venue has limited refrigeration.
Use one serving spoon or utensil for each dish, including salads, toppings and dessert. Serving platters and trays with lids are useful when food must be moved or covered before guests arrive.
Check coffee machines, kettles, thermos flasks and extension cords at least one day before the meeting. Place equipment near suitable power outlets and avoid running loose cords across walkways.

Frequently asked questions

What should I buy for a lunch meeting?: Plan food, drinks, soup or salad ingredients, bread and toppings, dessert, and any items required for dietary needs. You will also need one place setting per attendee, serving utensils, coffee supplies and equipment for keeping hot and cold items at the right temperature.
How much food do I need for a lunch meeting?: Base quantities on the confirmed registration list and add roughly 10% for shared items such as bread, toppings and dessert. Count dietary portions separately so each requirement is covered without relying on last-minute substitutions.
How many drinks do I need for a lunch meeting?: Allow two to three drinks per person for the first hour, then add about one drink per person for each additional hour. Keep extra water available, especially if the room is warm or the lunch includes salty food.
When should I buy food for a lunch meeting?: Buy non-perishable groceries several days ahead and check the complete shopping list at least one day before the meeting. Buy fresh produce, chilled drinks and other perishable items on the day before or the morning of the lunch, depending on storage space.

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