What to Buy for a Meet-and-Greet

A meet-and-greet needs more than snacks and a welcome desk. You will need supplies for registration, name badges, autographs, refreshments, queue control and photos, with enough equipment to keep visitors moving. Use your confirmed guest list to calculate food, drinks and seating instead of guessing. Order or borrow less obvious items—such as extension cords, markers, tape and waste bins—early, because they are easy to overlook and difficult to replace once setup has started.

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What to bring

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

Furniture

Tablesqty 6
Chairsqty 100
Queue barriersqty 12
Tableclothqty 6

Tableware

Reusable glassesqty 120
Coffee cupsqty 40
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Serving spoonsqty 8

Equipment

Cameraqty 2
Camera tripodsqty 2
Ring lightsqty 2
Extension cordsqty 6
Power stripsqty 6

Decorations

Photo backdrop
Decorative bannersqty 6
Table décorqty 6

Lighting

Mood lightingqty 4

Office supplies

Name badgesqty 120
Pensqty 30
Permanent markersqty 12
Registration foldersqty 3
Printer paper
Tapeqty 6

Cleaning

Waste binsqty 8
Microfiber clothsqty 12

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Sugar - 1 kilo
- Sweetener - 1 box
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Apple juice - 8 cartons
- Spa Blauw - 80 bottles
- Spa Rood - 30 bottles
- Ice cubes - 10 bags
- Mini ice pops - 100 pieces
- Mini cheese sandwiches - 40 pieces
- Mini ham sandwiches - 40 pieces
- Vegetarian mini sandwiches - 30 pieces
- Gluten-free sandwiches - 10 pieces
- Mini croissants - 100 pieces
- Mini muffins - 100 pieces
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Snack mix - 6 bags
- Cookies - 8 packs
- Apples - 50 pieces
- Bananas - 40 pieces
- Grapes - 6 kilos
- Lemons - 10 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Napkins - 300 pieces
- Paper cups - 150 pieces
- Food trays - 150 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Hand soap - 4 bottles
- Hand sanitizer - 4 bottles

Tips

Prepare one name badge and one pen for every expected visitor, plus at least 10% extra for damaged badges, spelling changes and walk-in corrections. Keep permanent markers at the registration desk rather than packing them with the décor.
Plan drinks for the full visitor window, not only the first arrivals. As a working estimate, allow two to three drinks per person in the first hour, then one to two per person for each additional hour; chill them before setup.
Match tableware to your catering count and add 10% spare pieces. Count reusable glasses, coffee cups, plates and cutlery separately, since a coffee service can run short even when the food quantity is correct.
Test the camera, tripods, ring lights and mood lighting at the venue before guests arrive. Bring at least one suitable extension cord and power strip for each powered setup, and secure loose cables with tape.
Pack the registration folders, printer paper, tape, route signs and queue barriers together as one arrival kit. Set this aside for transport so it does not get buried under table décor or photo-wall materials.

Frequently asked questions

How many drinks do I need for a meet-and-greet?: For the first hour, plan on two to three drinks per person. For every additional hour, allow another one to two drinks per person, then add about 10% extra for delays or unexpected visitors.
How many name badges should I buy for a meet-and-greet?: Prepare one badge per confirmed visitor and keep 10% extra. For 80 visitors, that means at least 88 badges, with pens available at the registration desk.
How much extra catering should I order?: Base the order on the final guest list and add roughly 10% extra portions. Confirm dietary requirements before placing the final catering order, ideally at least 3 to 5 days before the event.
When should I chill drinks for a meet-and-greet?: Chill drinks for at least 4 hours before guests arrive if they are starting at room temperature. Transfer them to coolers shortly before opening and keep a separate reserve for later in the event.

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