Members' Day shopping list

A Members' Day needs more than food and drinks. You also need a registration point, name badges, printed programmes, serving equipment and enough tableware for the full group. Plan separate areas for registration, seating, buffet service and networking activities so setup does not become a last-minute scramble. Check dietary requirements before shopping, and confirm that coffee machines, kettles, coolers and extension leads are available before the venue opens.

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What to bring

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

Furniture

Tablesqty 8
Buffet tablesqty 2
Registration desk
Chairsqty 55
Coat racksqty 2
Tableclothsqty 10

Tableware

Dinner platesqty 60
Dessert platesqty 60
Soup bowlsqty 30
Forksqty 60
Knivesqty 60
Spoonsqty 60
Coffee cupsqty 60
Drinking glassesqty 120
Serving plattersqty 12
Serving tongsqty 8
Water jugsqty 8

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Extension cordsqty 3
Power stripsqty 4
Flip chartsqty 3
Flipchart markersqty 12

Decorations

Balloonsqty 50
Balloon pumpqty 2
Name badgesqty 60
Table décorqty 8

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Measuring cupsqty 2
Storage binsqty 12

Cleaning

Bucketsqty 2
Mopsqty 2
Broomsqty 2
Dustpansqty 2
Waste binsqty 4

Catering

Groceries
- Coffee - 4 packs
- Black tea - 3 boxes
- Herbal tea - 2 boxes
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Sugar - 2 packs
- Sweetener - 1 box
- Spa Blue - 60 bottles
- Spa Rood - 24 small bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Ice cubes - 10 bags
- White rolls - 80 pieces
- Whole wheat rolls - 40 pieces
- Baguettes - 8 pieces
- Gluten-free rolls - 10 pieces
- Butter - 1 kilo
- Young cheese - 4 kilos
- Aged cheese - 2 kilo
- Back ham - 2 kilos
- Chicken breast slices - 2 kilos
- Hummus - 2 kilos
- Vegan vegetable spread - 1 kilo
- Strawberry jam - 3 jars
- Peanut butter - 2 jars
- Lettuce - 8 heads
- Tomatoes - 4 kilos
- Cucumbers - 3 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salsa - 6 jars
- Olives - 3 jars
- Mixed nuts - 2 kilos
- Pasta - 6 kilos
- Tomato sauce - 8 jars
- Vegetable stock - 2 boxes
- Chicken breast - 5 kilos
- Vegetarian meatballs - 3 kilos
- Zucchini - 3 kilo
- Mushrooms - 3 kilo
- Bell peppers - 3 kilos
- Onions - 2 kilos
- Garlic - 5 bulbs
- Olive oil - 2 liters
- Pesto - 4 jars
- Parmesan cheese - 1 kilo
- Italian herbs - 3 jars
- Salt - 1 pack
- Black pepper - 1 jar
- Mixed salad - 5 bags
- Cucumber salad - 3 kilos
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Fresh fruit - 8 kilos
- Brownies - 60
- Vegan brownies - 10 pieces
- Paper towels - 8 rolls
- Napkins - 200 pieces
- Trash bags - 50 pieces
- Glass trash bags - 10 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Paper towels - 8 packs

Tips

Buy or prepare food only after the final participant list and dietary requirements are confirmed. Include enough plates, bowls and serving utensils for the menu, rather than relying on one shared item for every course.
Set up the registration desk with the printed participant list, registration forms and sorted name badges at least 30 minutes before doors open. Keep spare badges and pens there for corrections.
Allow one drinking glass per guest plus at least 10% extra, and provide water jugs at the tables. Chill drinks before setup instead of trying to cool everything after guests arrive.
Count seats against the final participant list and add 5% spare chairs where the venue allows it. Reserve coat racks and tablecloths early, since these are often overlooked when furniture is confirmed.
Test every coffee machine, kettle, cooler, extension cord and power strip before arranging the buffet and drinks station. Put equipment that needs power close to outlets and keep cables away from guest walkways.

Frequently asked questions

What do I need to buy for a Members' Day?: Plan food and drinks, tableware, serving platters and tongs, name badges, printed programme materials, and supplies for the registration desk. You will also need seating and buffet furniture, plus coffee, cooling and power equipment if the venue does not provide it.
How much tableware do I need for Members' Day?: Start with one dinner plate, dessert plate, bowl, fork, knife and spoon per guest, then add at least 10% spare for breakage, dropped items and extra servings. Provide one coffee cup and one drinking glass per guest, with additional glasses for drinks service.
When should I prepare the Members' Day shopping list?: Make the first list at least 7 days before the event, then update quantities after registrations close and dietary requirements are collected. Complete the main shopping no later than 1 day before the event so drinks can be chilled and fresh food prepared on time.
What do people often forget for a Members' Day?: Commonly missed items include spare name badges, registration forms, serving tongs, water jugs, coat racks and extension cords. Check these at least 1 day before the event, then test powered equipment when you open the venue.

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