What to Buy for a Member Meeting

A member meeting needs more than coffee and printed reports. You will need a clear registration point, supplies for taking notes, tableware for refreshments, and reliable presentation equipment. Plan quantities around the number of attendees, then add a small margin for late registrations and replacements. Check what the venue already provides before shopping, especially tables, chairs, power equipment and coffee facilities. This list helps you cover the items people most often remember too late.

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What to bring

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

Furniture

Tablesqty 6
Chairsqty 50
Registration desk
Buffet tableqty 2
Tableclothsqty 8

Tableware

Dinner platesqty 55
Dessert platesqty 55
Coffee cupsqty 55
Water glassesqty 55
Wine glassesqty 55
Cutlery setsqty 55
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving plattersqty 8
Serving boardsqty 4
Cutting boardsqty 2
Kitchen knivesqty 3

Equipment

Projector
Projection screen
Laptop
HDMI cableqty 2
Extension cordsqty 3
Power stripsqty 3

Lighting

Standing lampsqty 2

Decorations

Name badgesqty 55
Table decorationsqty 8

Office supplies

Pensqty 60
Notepadsqty 55
Ballot boxesqty 2
Voting boothsqty 2
Bindersqty 4

Cleaning

Waste binsqty 4
Bucketsqty 2
Mopsqty 2
Dustpan and brushqty 2

Catering

Groceries
- Coffee - 2 packs
- Tea assortment - 2 boxes
- Sugar - 1 kilo
- Mints - 1 box
- Milk - 5 liters
- Oat milk - 2 liter
- Lemon - 6 pieces
- Still mineral water - 12 bottles
- Sparkling mineral water - 12 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Orange juice - 6 cartons
- Apple juice - 4 packs
- Alcohol-free beer - 12 bottles
- Beer - 36 bottles
- White wine - 6 bottles
- Red wine - 4 bottles
- Baguettes - 12 pieces
- Whole grain bread - 4 loaves
- Butter - 500 grams
- Herb cream cheese - 6 tubs
- Young cheese - 1,5 kilo
- Brie - 800 grams
- Ham - 1 kilo
- Hummus - 8 tubs
- Egg salad - 4 tubs
- Cucumber - 6 pieces
- Cherry tomatoes - 2 kilos
- Bell peppers - 8 pieces
- Grapes - 2 kilos
- Apples - 40 pieces
- Mixed nuts - 1 kilo
- Plain chips - 6 bags
- Paprika chips - 6 bags
- Olives - 4 jars
- Tzatziki - 4 tubs
- Spice mix - 2 jars
- Olive oil - 1 bottle
- Pasta - 4 kilo
- Pesto - 6 jars
- Pasta sauce - 8 jars
- Grated cheese - 1 kilo
- Mixed salad - 3 kilos
- Dressing - 4 bottles
- Vegetarian meatballs - 3 kilos
- Chicken meatballs - 4 kilo
- Sandwich rolls - 60 pieces
- Vegan spread - 8 packs
- Gluten-free bread - 2 loaves
- Vegan dessert - 12 portions
- Apple pie - 4 pies
- Whipped cream - 6 cans
- Cookies - 8 packs
- Napkins - 200 pieces
- Paper towels - 6 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet paper - 24 rolls
- Trash bags - 2 rolls

Tips

Plan two to three drinks per person for the first hour, then add one drink per person for each additional hour. Include water as well as any other drinks being served.
Prepare one coffee cup, water glass and complete cutlery set per attendee, plus around 10% extra. Extra tableware covers late arrivals, dropped items and second servings.
Make one name badge for every registered member and bring at least five blank badges for walk-ins or spelling corrections. Keep pens at the registration desk for last-minute changes.
For the presentation, check the laptop, projector, projection screen and HDMI cable at least one day before the meeting. Bring extension cords and power strips so the setup does not depend on one wall socket.
Buy or pack one notepad and one pen per attendee if members are expected to take notes. Put them on the tables before doors open, rather than leaving supplies at the registration desk.

Frequently asked questions

What should I buy for a member meeting?: Plan drinks, snacks, tableware, coffee supplies, name badges, pens and notepads. You may also need presentation equipment such as a laptop, projector, projection screen and HDMI cable; confirm venue equipment at least 7 days beforehand.
How many drinks do I need for a member meeting?: Allow two to three drinks per person for the first hour, then one additional drink per person for every following hour. Add roughly 10% if attendance is uncertain or registration remains open.
How much tableware is needed for a member meeting?: Prepare one plate, cup or glass, and cutlery set per attendee, plus 10% spare. For a meeting of 40 people, that means 44 of each regularly used item.
When should I buy supplies for a member meeting?: Buy shelf-stable supplies and check equipment 3 to 7 days before the meeting. Purchase fresh snacks and chill drinks on the day before, or on the morning of the meeting if refrigeration is limited.

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