What you need for a mobility meeting
A mobility meeting needs more than coffee and a projector. Plan supplies for registration, presentations, catering, networking and clear wayfinding so the day runs without last-minute shopping. Use the expected attendance to calculate cups, glasses, plates and cutlery, then check what the venue already provides. Arrange dietary requirements, accessibility and parking information before ordering food or printing materials.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 8
- Chairsqty 70
- Registration desk
- Buffet tableqty 2
- Conversation tablesqty 6
- Coat racksqty 2
- Waste binsqty 6
Equipment
- Laptop
- Projector
- Projection screen
- Portable speaker
- Wireless microphoneqty 2
- Extension cordsqty 4
- Power stripsqty 4
Tableware
- Coffee cupsqty 70
- Glassesqty 70
- Platesqty 70
- Forksqty 70
- Knivesqty 70
- Spoonsqty 70
- Serving spoonsqty 8
Kitchen
- Coffee machinesqty 2
- Kettlesqty 2
- Thermos flasksqty 6
- Coolersqty 3
- Serving traysqty 6
- Cutting boardsqty 3
- Bread knivesqty 3
Decorations
- Name labelsqty 70
- Tableclothsqty 8
- Wayfinding signsqty 8
- Information boardsqty 4
- Flip chartsqty 6
- Markersqty 24
- Notepadsqty 70
- Ballpoint pensqty 70
Lighting
- LED string lightsqty 4
- Standing lampsqty 2
Cleaning
- Cleaning glovesqty 6
- Recycling binsqty 4
- Hand broomsqty 2
- Mopsqty 2
- Bucketsqty 2
Catering
- Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Tea assortment - 2 boxes
- Sugar - 2 packs
- Mints - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Lemon - 6 pieces
- Still water - 8 bottles
- Sparkling water - 8 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Ice cubes - 6 bags
- Mini buns - 80 pieces
- Whole wheat bread - 5 loaves
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Young cheese - 2 kilos
- Aged cheese - 2 kilo
- Chicken breast slices - 1.5 kilos
- Smoked chicken - 1 kilo
- Tomatoes - 2 kilos
- Cucumbers - 6 pieces
- Arugula - 6 bags
- Bell peppers - 10 pieces
- Olives - 4 jars
- Grapes - 4 kilos
- Apples - 60 pieces
- Bananas - 40 pieces
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Mixed nuts - 3 bags
- Gluten-free crackers - 3 packs
- Vegan spread - 4 packs
- Mayonnaise - 2 bottles
- Mustard - 2 bottles
- Ketchup - 2 bottles
- Napkins - 200 pieces
- Paper towels - 6 rolls
- Paper towels - 4 rolls
- Garbage bags - 30 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Toilet paper - 24 rolls
- Liquid hand soap - 4 bottles
Tips
- Plan one registration place with the attendance list, name labels and pens ready at least 30 minutes before doors open. Keep spare labels available for walk-ins or incorrectly printed names.
- For a meeting lasting several hours, allow two to three drinks per person in the first hour and about one drink per hour afterward. Include coffee, tea, water and cold drinks rather than relying on one option.
- Order tableware for the full guest count plus roughly 10% extra. That covers dropped cups, additional servings and people who use a clean plate for a later meal.
- Check the presentation setup at least one day before the meeting: laptop, projector, screen, microphone, speaker, extension cords and power strips must work together in the actual room.
- Buy or bring serving equipment separately from eating equipment. Serving spoons, trays, cutting boards and bread knives are easy to overlook when catering arrives, especially for buffet-style food.
Frequently asked questions
- How much tableware do I need for a mobility meeting?
- Start with one plate, fork, knife and spoon per attendee, then add about 10% extra. For a group of 50, that means planning for approximately 55 of each main item, with additional coffee cups and glasses for refills.
- How many drinks should I buy for a mobility meeting?
- Use two to three drinks per person for the first hour and around one per person for every following hour. For 50 attendees and a three-hour meeting, plan for roughly 200 drinks, adjusted for the amount of coffee, tea and water served.
- What should I bring for registration at a mobility meeting?
- Prepare a registration desk, the attendance list and one name label per attendee, plus at least 10% spare labels. Have everything laid out 30 minutes before registration starts so late arrivals do not interrupt the opening.
- When should I test the projector and microphone?
- Test the laptop, projector, screen, speaker, wireless microphone and power connections at least one day before the meeting. Repeat a short sound and image check 60 minutes before guests arrive, when the room is fully set up.
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