What to buy for a meet-and-greet afternoon

A meet-and-greet afternoon needs more than snacks and drinks. Plan for a reception table, name badges, coffee and tea service, a buffet-style meal, clear signage and enough serving equipment for guests to help themselves. Buy or borrow supplies according to your final guest count, then add a small buffer for cups, plates and drinks. Fresh food should stay chilled until setup, while non-perishable items can be arranged the day before.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 55
High tablesqty 4
Coat racksqty 2
Tableclothsqty 8

Tableware

Coffee cupsqty 60
Glassesqty 70
Platesqty 60
Cutlery setsqty 60
Serving plattersqty 8
Serving plattersqty 8
Pitcherqty 6

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 6
Serving tongsqty 6
Serving spoonsqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Bluetooth speaker
Extension cordsqty 4
Power stripsqty 4

Decorations

Name badgesqty 60
Table floral arrangementsqty 8
Balloonsqty 50
Buntingqty 6
Information boardsqty 6

Cleaning

Bucketsqty 2
Mopsqty 2
Broom setsqty 2
Washing-up bowlsqty 3

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 1 box
- Herbal tea - 1 box
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 3 liters
- Still water - 12 bottles
- Sparkling water - 12 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Mini sausages - 6 packs
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Salted peanuts - 2 bags
- Crackers - 6 packs
- Baguettes - 8 pieces
- Mini soft rolls - 70 pieces
- Whole wheat rolls - 40 pieces
- Butter - 3 packs
- Young cheese - 3 kilos
- Back ham - 2 kilos
- Chicken breast slices - 2 kilos
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Jam - 3 jars
- Mayonnaise - 2 bottles
- Mustard - 2 jars
- Ketchup - 2 bottles
- Cucumbers - 8 pieces
- Tomatoes - 3 kilos
- Lettuce - 6 heads
- Grapes - 4 kilos
- Apples - 50 pieces
- Mandarins - 50 pieces
- Cookies - 6 packs
- Muffins - 60 pieces
- Napkins - 200 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 2 packs
- Hand soap - 3 bottles
- Aluminum foil - 2 rolls
- Cling film - 2 rolls

Tips

Plan 2–3 drinks per guest for the first hour, then about 1 drink per guest for each additional hour. Include water as well as coffee, tea and other drinks.
For food served buffet-style, allow 4–6 savoury portions or pieces per guest, plus bread and snacks. Buy 10% extra if guests are arriving at different times.
Prepare one name badge for every registered guest, plus 5–10 blank badges for last-minute attendees or spelling corrections. Keep pens at the reception table.
Match tableware to the guest count: provide at least 1 plate, 1 glass, 1 cup and 1 cutlery set per person, with 10% extra for replacements.
Check equipment and power 24 hours before the event. Coffee machines, kettles and a speaker may need separate sockets, so bring extension cords and power strips rather than finding out during setup.

Frequently asked questions

How much food do I need for a meet-and-greet afternoon?: Allow 4–6 savoury portions or snack pieces per guest, plus bread for the buffet. Add around 10% extra when attendance is uncertain or guests will arrive over several hours.
How many drinks should I buy for a meet-and-greet?: Plan 2–3 drinks per person for the first hour and 1 drink per person for every following hour. Include water, and keep fresh drinks chilled in coolers until the buffet is ready.
How many cups, plates and glasses do I need?: Start with one of each item per guest and add 10% extra. For 40 guests, that means at least 44 cups, 44 glasses, 44 plates and 44 cutlery sets.
When should I prepare the shopping and supplies?: Check the final guest list and shopping list 2–3 days before the event. Buy fresh produce as close to the event as practical, and set up non-perishable supplies and signage the day before.

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