What to buy for a meet and greet evening

A meet and greet evening needs more than drinks and snacks. You will need supplies for registration, name badges, a simple buffet, coffee and tea, seating, and clear sound for the welcome speech. Plan quantities from the number of confirmed guests, not the number invited. This list also covers easy-to-miss items such as serving utensils, extension cords, coat storage and markers, so you can shop and set up without a last-minute run to the store.

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What to bring

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

Furniture

Tablesqty 6
Chairsqty 50
Buffet tablesqty 2
Coat racksqty 2

Tableware

Platesqty 60
Bowlsqty 30
Glassesqty 80
Coffee cupsqty 50
Cutlery setsqty 60
Serving boardsqty 6
Serving plattersqty 8

Kitchen

Cutting boardsqty 3
Chef's knivesqty 3
Pliersqty 4
Serving spoonsqty 4
Bowls with lidsqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Bluetooth speaker
Microphone
Extension cordsqty 3
Power stripsqty 3

Decorations

Name badgesqty 60
Card holdersqty 6
Tableclothsqty 8
Buntingqty 4
Flower arrangementsqty 6
Welcome sign
Markersqty 12
Pensqty 20
Flip chart
Flip chart sheetsqty 20
Tapeqty 3
Scissorsqty 3

Cleaning

Waste binsqty 4
Bucketsqty 2
Cleaning clothsqty 8

Catering

Groceries
- Coffee - 2 packs
- Tea selection - 3 boxes
- Sugar - 1 kilo
- Sweetener - 1 box
- Milk - 6 liters
- Oat milk - 3 liters
- Coffee creamer - 2 tubs
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Tonic - 3 bottles
- Sparkling mineral water - 8 bottles
- Still mineral water - 10 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Ice cubes - 6 bags
- Baguettes - 8 pieces
- Whole grain bread - 4 loaves
- Wraps - 5 packs
- Cream cheese - 1 kilo
- Young cheese - 1,5 kilo
- Brie - 1 kilo
- Hummus - 1 kilo
- Herb butter - 750 grams
- Chicken breast topping - 1 kilo
- Smoked salmon - 500 grams
- Cucumbers - 6 pieces
- Tomatoes - 2 kilos
- Bell peppers - 8 pieces
- Carrots - 2 kilo
- Grapes - 3 kilos
- Apples - 40 pieces
- Bananas - 30 pieces
- Plain chips - 6 bags
- Paprika chips - 6 bags
- Tortilla chips - 6 bags
- Salsa - 4 jars
- Mixed nuts - 1 kilo
- Olives - 1 kilo
- Mini quiches - 80 pieces
- Vegetarian samosas - 60 pieces
- Bitterballen - 100 pieces
- Vegetarian bitterballen - 60 pieces
- Mini spring rolls - 60 pieces
- Brownies - 50 pieces
- Cookies - 6 packs
- Napkins - 200 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 6 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- Dishwasher tablets - 30 pieces
- All-purpose cleaner - 2 bottles
- Toilet paper - 24 rolls
- Hand soap - 3 bottles

Tips

Plan 2–3 drinks per person for the first hour, then about 1 drink per person for each additional hour. Include water as well as other drinks, and chill them at least 4 hours before guests arrive.
For a standing buffet, allow 6–8 small savoury portions per guest and 2–3 sweet portions. Buy 10% extra for food, plates and cutlery when registrations are still changing.
Prepare one name badge for every confirmed guest, plus 10% spare badges. Keep at least 3 broad markers at the reception table so names remain readable in a busy room.
Count the serving equipment separately from guest tableware: plan at least 1 serving spoon or pair of tongs for each dish, and use separate cutting boards and chef’s knives for food preparation.
Check power and sound supplies the day before. Have enough extension cords and power strips for the coffee machines, kettles and speaker, and test the microphone at least 2 hours before opening.

Frequently asked questions

How much food do I need for a meet and greet evening?: For a buffet-style evening, plan 6–8 savoury bites and 2–3 sweet portions per guest. Add 10% extra if registrations are not final or if the event lasts more than 3 hours.
How many drinks should I buy for a meet and greet?: Allow 2–3 drinks per person during the first hour and 1 drink per person for every following hour. Include at least 500 ml of water per guest, with more available for a warm room or longer evening.
How many name badges do I need?: Prepare one badge for every confirmed participant and add 10% spare badges. For 40 guests, that means 44 badges, with markers and a reception table ready before doors open.
When should I chill drinks and prepare the buffet?: Chill drinks at least 4 hours before the event, or overnight when possible. Prepare buffet components on the same day, then set out perishable food shortly before guests arrive.

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