What you need for a management meeting

Use this shopping list to prepare a management meeting without last-minute runs to the store. Plan drinks, coffee, lunch or dinner service, stationery and presentation equipment around the number of participants. For a half-day meeting, allow at least 1 litre of water per person and two coffee servings; for a full-day meeting, add lunch and afternoon refreshments. Check dietary requirements before buying food, and test presentation equipment before guests arrive.

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What to bring

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

Furniture

Meeting tableqty 2
Chairsqty 14
Side tablesqty 2
Coat rack

Equipment

Laptop
Projection screen
Projector
HDMI cableqty 2
Extension cordqty 2
Power stripqty 2

Tableware

Water glassesqty 14
Wine glassesqty 14
Coffee cupsqty 14
Dinner platesqty 14
Dessert platesqty 14
Cutlery setsqty 14

Kitchen

Coffee maker
Kettles
Serving traysqty 4
Serving spoonsqty 4
Cutting boardsqty 2

Office

Name badgesqty 14
Ballpoint pensqty 20
Notepadsqty 14
Flip chart
Markersqty 4
Presentation remote

Cleaning

Waste binsqty 3
Cleaning clothsqty 6
Dish brushqty 2

Catering

Groceries
- Coffee beans - 1 kilogram
- Decaf coffee - 250 grams
- Black tea - 40 bags
- Herbal tea - 20 bags
- Sugar - 500 grams
- Sweeteners - 100 pieces
- Semi-skimmed milk - 4 liter
- Oat milk - 2 liter
- Still mineral water - 12 bottles
- Sparkling mineral water - 12 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Orange juice - 3 liters
- Red wine - 4 bottles
- White wine - 4 bottles
- Beer - 24 bottles
- Alcohol-free beer - 12 bottles
- Mixed nuts - 1 kilogram
- Olives - 2 jars
- Hummus - 4 tubs
- Cucumber - 4 pieces
- Cherry tomatoes - 1 kilogram
- Grapes - 2 kilogram
- Paprika chips - 3 bags
- Plain chips - 3 bags
- Baguettes - 6 pieces
- Herb butter - 4 tubs
- Vegetable soup - 4 liters
- Tomato soup - 3 liters
- Quiches - 6 pieces
- Vegetarian quiches - 4 pieces
- Mixed Salads - 3 kilograms
- Potato salad - 2 kilogram
- Vegan pasta salad - 2 kilograms
- Salad dressing - 3 bottles
- Mayonnaise - 1 jar
- Ketchup - 1 bottle
- Fresh fruit - 2 kilograms
- Mini desserts - 20 pieces
- Paper towels - 4 rolls
- Napkins - 100 pieces
- Garbage bags - 20 pieces
- Dish soap - 1 bottle
- All-purpose cleaner - 1 bottle
- Toilet paper - 12 rolls

Tips

Buy 1 litre of still or sparkling water per participant for a half-day meeting, or 1.5 litres for a full day. Add coffee and tea for at least two servings per person per meeting block.
Plan one complete cutlery set, dinner plate and water glass per person, plus 10% extra. For dessert or snacks, add one dessert plate per guest and keep several spare glasses available.
Bring one notepad and one ballpoint pen per participant, plus 10% extra. Prepare name badges before the meeting so registration does not delay the opening.
Check the projector, screen, laptop, HDMI cable, extension cord and power strip at least 24 hours beforehand. Pack a presentation remote and a flip chart with markers as a backup.
Buy or bring waste bins, cleaning cloths and a dish brush before setup starts. Put the coffee maker, kettles, serving trays and serving spoons where they can be reached without interrupting the meeting.

Frequently asked questions

How much water do I need for a management meeting?: Allow 1 litre per person for a half-day meeting and 1.5 litres per person for a full day. Add extra if the room is warm or the meeting includes dinner or wine.
How many coffee cups should I buy for a meeting?: Use one coffee cup per participant at each serving, or provide at least two cups per person for a half-day meeting. Add 10% extra for replacements and late arrivals.
What stationery is needed for a management meeting?: Prepare one notepad, one ballpoint pen and one name badge per participant, plus 10% spare. For group work, add a flip chart and enough markers for each working group.
When should I test the meeting presentation equipment?: Test the laptop, projector, screen, HDMI cable and power connections at least 24 hours before the meeting. Run the actual presentations again on the day, preferably 30 minutes before participants arrive.

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