What to Buy for a Members' Meeting

A members' meeting needs more than chairs and a coffee urn. Plan supplies for registration, refreshments, the buffet, presentations and attendee comfort before the event day. As a starting point, allow one place setting per attendee plus 10% extra, and prepare name badges for every registered guest. Buy or gather drinks, snacks and coffee supplies early enough to chill beverages and check serving equipment before doors open.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 55
Registration desk
Buffet tablesqty 3
Coat racksqty 2

Tableware

Dinner platesqty 60
Dessert platesqty 60
Glassesqty 70
Coffee cupsqty 60
Knivesqty 60
Forksqty 60
Spoonsqty 60
Serving spoonsqty 10

Catering

Serving plattersqty 10
Serving tongsqty 6
Thermos flasksqty 6
Coolersqty 4
Drink dispensersqty 3
Groceries
- Coffee - 4 packs
- Tea - 6 boxes
- Sugar - 2 kilos
- Sweetener - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Lemon - 2 kilos
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Tonic - 4 bottles
- Sparkling water - 10 bottles
- Still water - 10 bottles
- Non-alcoholic beer - 24 bottles
- Beer - 48 bottles
- White wine - 8 bottles
- Red wine - 6 bottles
- Rosé - 4 bottles
- Bitterballen - 200 pieces
- Vegetarian snacks - 100 pieces
- Mini Spring Rolls - 100 pieces
- Hummus - 2 kilos
- Cream cheese - 1 kilo
- Herb cheese - 1 kilo
- Baguettes - 12 pieces
- Crackers - 8 packs
- Toast rounds - 8 packs
- Cheese slices - 2 kilos
- Brie - 1 kilo
- Cooked ham - 1 kilo
- Smoked chicken - 1 kilo
- Cucumber - 10 pieces
- Cherry tomatoes - 3 kilos
- Carrots - 2 kilo
- Bell peppers - 2 kilos
- Grapes - 4 kilos
- Apples - 50 pieces
- Bananas - 40 pieces
- Olives - 2 kilos
- Nut mix - 2 kilo
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snacks - 4 bags
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Vinaigrette - 2 bottles
- Olive oil - 1 bottle
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Napkins - 500 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Hand soap - 4 bottles
- Hand sanitizer - 4 bottles

Equipment

Laptopsqty 2
Projector
Projection screen
Microphoneqty 2
Speakersqty 2
Extension cordsqty 4
Power stripsqty 4

Decorations

Tableclothsqty 8
Name badgesqty 60
Chalkboardsqty 3
Balloonsqty 50
Flower arrangementsqty 6

Lighting

Atmosphere lightsqty 8

Cleaning

Bucketsqty 2
Mopsqty 2
Broom and dustpanqty 2
Spongesqty 6

Tips

Allow two to three drinks per person for the first hour, then one drink per person for each additional hour. Add water separately, especially if the meeting includes coffee or a buffet.
Prepare one dinner plate, one dessert plate, one glass, one coffee cup, one knife, one fork and one spoon per attendee, plus at least 10% spare. Keep serving spoons, platters and tongs separate from guest tableware.
Set aside enough coffee cups, thermos flasks and coffee supplies for the busiest 30 minutes rather than the average attendance. A second thermos flask prevents the coffee station from becoming a queue.
Prepare one name badge for every confirmed attendee and print the attendance list before setup. Keep blank badges and a pen at the registration desk for late registrations or spelling corrections.
Check presentation equipment at least one day before the meeting: test the laptop, projector, screen, microphone, speakers, extension cords and power strips together. Bring a spare extension cord if the room layout puts tables away from the nearest socket.

Frequently asked questions

How much food and drink do I need for a members' meeting?: For a meeting lasting up to two hours, plan two to three drinks per person for the first hour and one more per person for the second hour. For snacks, allow roughly 100–150 grams per person; increase this if the meeting replaces a meal.
How many plates, glasses and cups should I buy for a members' meeting?: Count one of each required item per attendee and add 10% spare. For 50 attendees, that means at least 55 dinner plates, dessert plates, glasses and coffee cups, plus 55 sets of knives, forks and spoons.
When should I prepare the name badges and attendance list?: Prepare them after registrations close or at least one day before the meeting. Print one badge per confirmed attendee, then keep 5–10 blank badges at the registration desk for last-minute changes.
When should I chill drinks and test the meeting equipment?: Chill drinks at least 4–6 hours before serving, depending on the container and starting temperature. Test the laptop, projector, microphone, speakers and power connections no later than the day before the meeting.

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