What to Buy for a Meet and Greet Evening

A meet and greet evening needs more than drinks and snacks. You will need a clear check-in setup, enough tableware for the first serving, and equipment that works before guests arrive. Use the plan’s shopping list to prepare the reception table, buffet, coffee and tea station, seating, name badges and sound equipment. Confirm dietary requirements before buying food, and allow time to chill drinks and check that extension cords, speakers and the microphone are available.

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What to bring

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

Furniture

Chairsqty 60
Tablesqty 8
Buffet tablesqty 3
Coat racksqty 2

Tableware

Glassesqty 70
Coffee cupsqty 60
Platesqty 70
Cutlery setsqty 70
Serving boardsqty 8
Serving plattersqty 10

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Water jugsqty 6
Cutting boardsqty 3
Kitchen knivesqty 4
Serving spoonsqty 8

Equipment

Portable speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Coolersqty 4

Decorations

Tableclothsqty 8
Name badgesqty 60
Name card holdersqty 60
Balloonsqty 40
Buntingqty 6
Flower arrangementsqty 4

Lighting

String lightsqty 4

Cleaning

Bucketsqty 2
Mopsqty 2
Broom and dustpanqty 2
Cleaning glovesqty 4

Catering

Groceries
- Coffee - 2 packs
- Tea - 3 boxes
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 3 liters
- Lemon - 6 pieces
- Still water - 8 bottles
- Sparkling water - 8 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Iced tea - 4 bottles
- Beer - 5 crates
- Non-alcoholic lager - 2 crates
- White wine - 6 bottles
- Rosé - 4 bottles
- Red wine - 3 bottles
- Apple juice - 4 bottles
- Orange juice - 4 bottles
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Tortilla chips - 6 bags
- Salted peanuts - 4 bags
- Rice crackers - 4 bags
- Olives - 6 jars
- Grapes - 4 kilos
- Apples - 40 pieces
- Cucumbers - 6 pieces
- Cherry tomatoes - 3 kilos
- Carrots - 2 kilo
- Hummus - 8 tubs
- Cream cheese - 4 tubs
- Herb butter - 4 tubs
- Baguettes - 12 pieces
- Crackers - 6 packs
- Mini wraps - 8 packs
- Cheese slices - 2 kilos
- Vegetarian spreads - 6 tubs
- Mini meatballs - 4 kilos
- Vegetarian snacks - 4 kilo
- Garlic sauce - 3 bottles
- Sweet chili sauce - 3 bottles
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Pepper - 1 can
- Salt - 1 tin
- Napkins - 6 packs
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Sponges - 6 pieces
- Tea towels - 12 pieces

Tips

Plan around two to three drinks per person for the first hour, then add water for the full evening. Chill the drinks several hours before guests arrive and keep a separate supply ready for refills.
Buy or prepare at least one plate, glass and cutlery set per guest, plus 10–15% extra for breakages, misplaced items and late arrivals. Keep serving platters, boards and spoons separate from guest tableware.
Allow one name badge per participant, with at least 10% extra for registrations that were not on the printed list. Put the badges, participant list and check-in materials together at the reception table before opening.
For coffee and tea, plan roughly one cup per guest during the introduction and another half to one cup later in the evening. Test the coffee machines and kettles beforehand, and fill thermos flasks before check-in starts.
Check the venue’s power points before bringing speakers, a microphone, extension cords and power strips. Set up sound equipment at least 30 minutes before welcoming guests so the introduction round does not start with troubleshooting.

Frequently asked questions

What drinks do I need for a meet and greet evening?: For the first hour, allow two to three drinks per person, then add water for the rest of the evening. Chill everything several hours in advance and keep extra drinks in coolers for refilling.
How many name badges should I buy for a meet and greet?: Prepare one badge per registered participant and add 10% extra. For 40 participants, that means 44 badges, with a few blank badges available for late registrations.
How much tableware do I need for a meet and greet evening?: Start with one glass, plate and cutlery set per guest, then add 10–15% spare items. For 40 guests, prepare about 44–46 of each item where practical.
When should I set up the buffet and drinks?: Set up the buffet, drinks and coffee station at least 30 minutes before check-in. Chill drinks several hours earlier, and prepare snacks close enough to serving time that they remain fresh.

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