What to buy for a market consultation

A market consultation needs more than coffee and chairs. You need a clear registration setup, materials for discussion, presentation equipment and catering that can be served without slowing down the programme. Plan quantities from the confirmed participant list, then add a small buffer for late arrivals and last-minute replacements. This checklist helps you buy or bring the practical items people often arrange too late, such as name badges, extension cords, handouts and serving equipment.

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What to bring

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

Furniture

Tablesqty 10
Chairsqty 70
Registration desk
Buffet tablesqty 3
Coat racksqty 2

Tableware

Reusable coffee cupsqty 80
Reusable drinking glassesqty 80
Platesqty 80
Cutlery setsqty 80
Coffee potsqty 6
Pouring jugsqty 6

Equipment

Laptopqty 2
Projector
Projection screen
Wireless microphonesqty 2
Speakersqty 2
HDMI cablesqty 3
Extension cordsqty 4
Power stripsqty 4
Flip chartsqty 6
Flipchart markersqty 12

Office supplies

Name badgesqty 80
Labelsqty 100
Ballpoint pensqty 80
Notepadsqty 80
Sticky notesqty 12
Foldersqty 10
Printer paperqty 2
Paper tapeqty 6
Scissorsqty 4
Directional signsqty 20

Cleaning

Waste binsqty 6
Waste sorting binsqty 3
Cleaning bucketsqty 2
Mopsqty 2
Broom and dustpanqty 2

Catering

Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Serving traysqty 6
Serving spoonsqty 8
Thermos flasksqty 6
Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Tea bags - 100 pieces
- Sugar - 2 kilos
- Mints - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Still mineral water - 8 bottles
- Sparkling mineral water - 8 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Orange juice - 8 liters
- Apple juice - 6 liters
- Herbal tea - 2 boxes
- Butter - 500 grams
- Whole grain bread - 8 loaves
- White rolls - 80 pieces
- Whole wheat rolls - 40 pieces
- Young cheese - 3 kilos
- Hummus - 2 kilos
- Chicken breast topping - 2 kilos
- Smoked salmon - 1 kilo
- Egg-free spread - 1 kilo
- Cucumber - 10 pieces
- Tomatoes - 3 kilos
- Lettuce - 6 heads
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Salted crackers - 6 packs
- Unsalted nuts - 2 kilos
- Apples - 8 kilos
- Bananas - 5 kilo
- Grapes - 4 kilos
- Mini carrots - 3 kilos
- Yogurt dressing - 2 liters
- Balsamic vinegar - 1 bottle
- Olive oil - 1 bottle
- Salt - 1 pack
- Pepper - 1 jar
- Salad herb mix - 2 bags
- Vegetarian meal platters - 20 servings
- Vegan meal trays - 10 portions
- Gluten-free rolls - 10 pieces
- Dessert cookies - 8 packs
- Napkins - 200 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- Cleaning spray - 2 bottles
- Sponges - 6 pieces
- Hand soap - 4 bottles
- Hand sanitizer - 4 bottles

Tips

Plan one name badge, folder and notepad per registered participant, plus 5–10% extra for walk-ins, spelling changes or damaged items. Keep spare labels and pens at the registration desk.
For a half-day consultation, allow at least 2–3 coffee servings and 2 drinks per person, with enough reusable cups, glasses, plates and cutlery for the full group. Add serving jugs and coffee pots before the catering delivery arrives.
Pack the presentation kit together: laptop, projector, screen, HDMI cables, microphones and speakers. Bring at least 2 extension cords and 2 power strips, then test every connection at the venue before participants arrive.
Prepare one printed programme, attendance list and set of handouts per participant, with 10% extra copies. Keep printer paper, folders, sticky notes and flipchart markers available for questions and small-group discussions.
Reserve transport space for tables, chairs, buffet tables, coat racks and the registration desk if the venue does not supply them. Bring paper tape and scissors for signage, labels and last-minute layout changes.

Frequently asked questions

What should I buy for a market consultation?: Buy or bring registration materials, name badges, labels, pens, notepads, folders and printed handouts. You also need catering tableware, coffee pots, serving jugs, presentation equipment and at least 2 flip charts with markers for interactive discussion.
How much catering do I need for a market consultation?: For a half-day session, plan 2–3 coffee servings and 2 other drinks per person, plus a small buffer of around 10%. Match plates, cutlery, cups and glasses to the participant count and add 5–10% extra for replacements or unregistered visitors.
How many printed materials should I prepare?: Print one programme, attendance sheet and handout set per registered participant, then add 10% extra copies. Prepare these at least 1 working day before the consultation so missing pages or name changes can still be corrected.
When should I test the equipment for a market consultation?: Test the laptop, projector, screen, HDMI cables, microphones and speakers at the venue at least 2 hours before registration opens. Check power strips and extension cords at the same time, because replacing a missing cable after guests arrive is difficult.

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