Lunch Meeting Shopping List

Use this shopping list to prepare a lunch meeting without running short on food, tableware or serving equipment. Plan about 1.5 sandwiches or bread portions, one bowl of soup and one dessert per guest, then add a small buffer for late arrivals and larger appetites. Coffee, tea and water need their own count, especially when lunch lasts longer than an hour. Check dietary requirements before buying and keep special options clearly separated during setup.

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What to bring

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

Furniture

Tablesqty 6
Chairsqty 44
Buffet tablesqty 2
Coat racksqty 2

Tableware

Dinner platesqty 50
Dessert platesqty 50
Soup bowlsqty 50
Glassesqty 60
Coffee cupsqty 50
Knivesqty 50
Forksqty 50
Spoonsqty 50
Teaspoonsqty 50

Kitchen

Cutting boardsqty 4
Bread knivesqty 3
Serving spoonsqty 8
Serving plattersqty 10
Serving tongsqty 6
Soup bowlsqty 2
Thermos flasksqty 4

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Food warmersqty 3

Decorations

Tableclothsqty 8
Flower arrangementsqty 6
Menusqty 6

Cleaning

Waste binsqty 4
Cleaning bucketsqty 2
Floor squeegeesqty 2
Spongesqty 6
Tea towelsqty 12

Catering

Groceries
- White casino bread - 6 loaves
- Wholemeal bread - 6 loaves
- Multigrain bread - 4 loaves
- Pistolets - 50 pieces
- Gluten-free rolls - 6 pieces
- Butter - 1 kilo
- Herb butter - 500 grams
- Young cheese - 2 kilos
- Brie - 1.5 kilos
- Plain cream cheese - 1 kilo
- Hummus - 1.5 kilos
- Turkey breast - 1,5 kilo
- Leg ham - 1.5 kilos
- Smoked chicken breast - 1 kilo
- Egg salad - 1 kilo
- Cucumber - 8 pieces
- Tomatoes - 3 kilos
- Arugula - 500 grams
- Lettuce - 4 heads
- Red onion - 1 kilo
- Bell peppers - 2 kilos
- Carrots - 2 kilo
- Chickpeas - 8 cans
- Corn - 6 cans
- Cucumber salad - 2 kilos
- Pasta salad - 3 kilos
- Potato salad - 3 kilos
- Vegetable soup - 8 liters
- Chicken stock - 4 liters
- Vegetable stock - 4 liters
- Croutons - 500 grams
- Olive oil - 1 liter
- Balsamic vinegar - 500 milliliters
- Yogurt dressing - 1 liter
- Vinaigrette - 1 liter
- Salt - 250 grams
- Black pepper - 100 grams
- Paprika powder - 100 grams
- Herb mix - 100 grams
- Apples - 40 pieces
- Grapes - 3 kilos
- Bananas - 30 pieces
- Mini pastries - 50 pieces
- Yogurt - 5 liters
- Granola - 1,5 kilos
- Coffee beans - 1.5 kilos
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 1 kilo
- Milk - 8 liters
- Oat milk - 4 liters
- Still water - 8 bottles
- Sparkling water - 8 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Orange juice - 6 liters
- Lemons - 10 pieces
- Ice cubes - 5 kilos
- Napkins - 200 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Parchment paper - 1 roll
- Garbage bags - 30 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- Dishwasher tablets - 30 pieces
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Hand soap - 4 bottles
- Paper towels - 4 packs

Tips

Plan two to three drinks per person for the first hour, then one additional drink per person for every following hour. Include water as well as coffee and tea, and chill drinks before guests arrive.
Buy or prepare 10% more food than the confirmed guest count. For a lunch of 20 people, that means portions for 22 guests, which covers seconds and unexpected attendees.
Count tableware by place setting, then add at least two spare sets per 10 guests. For 20 people, prepare 22 dinner plates, dessert plates, soup bowls, forks, knives, spoons and glasses.
Set aside dietary options before the buffet opens and label them clearly. Use separate serving spoons and platters so vegetarian, allergen-free or other special dishes are not mixed with the main food.
Arrange coffee and tea supplies at least 30 minutes before lunch starts. Allow one coffee cup and teaspoon per guest, plus enough thermos capacity or machine capacity for two servings per coffee drinker.

Frequently asked questions

How much food do I need for a lunch meeting?: Plan one soup bowl, about 1.5 bread or sandwich portions and one dessert per guest. Add 10% extra, so a meeting for 20 people should have food for 22.
How many drinks should I buy for a lunch meeting?: Allow two to three drinks per person during the first hour, including water, coffee and tea. For each additional hour, add one drink per person.
How much tableware do I need for 20 people?: Prepare 22 place settings for 20 guests: one extra set for every 10 people. Include dinner and dessert plates, soup bowls, glasses, cutlery and coffee cups where needed.
When should I buy fresh food for a lunch meeting?: Buy fresh produce and chilled ingredients no more than 24 hours before the meeting. Collect bread, salads and other fresh items on the day itself when possible, then keep chilled food in coolers until serving.

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