What to buy for a municipal business visit

A municipal business visit needs more than coffee and a presentation. You will need supplies for registration, catering, the route, visitor identification and reliable AV setup. Use the confirmed visitor list to calculate quantities, then add a small buffer for late arrivals and replacements. Check what the municipality already provides before buying tables, chairs, screens or technical equipment.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 50
Buffet tablesqty 3
Registration desk
Stoolsqty 6

Tableware

Dinner platesqty 50
Dessert platesqty 50
Coffee cupsqty 50
Water glassesqty 60
Wine glassesqty 60
Cutlery setsqty 60
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving traysqty 6
Small bowlsqty 12
Ice cube traysqty 4

Equipment

Laptop
Projector
Projection screen
HDMI cablesqty 2
Extension cordsqty 4
Power stripsqty 4
Wireless microphone

Decorations

Name badgesqty 55
Badge holdersqty 55
Tableclothsqty 8
Directional signsqty 10
Flower arrangementsqty 4

Lighting

LED table lampsqty 6

Cleaning

Waste binsqty 6
Dustpan and brushqty 2
Mopsqty 3
Bucketsqty 3

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Sweetener - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Still water - 8 bottles
- Carbonated water - 6 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Tonic - 2 bottles
- Beer - 48 cans
- Alcohol-free lager - 24 bottles
- White wine - 6 bottles
- Red wine - 4 bottles
- Sparkling wine - 3 bottles
- Lemons - 8 pieces
- Limes - 6 pieces
- Snack mix - 3 bags
- Plain chips - 4 bags
- Paprika chips - 4 bags
- Olives - 3 jars
- Mixed nuts - 2 bags
- Grapes - 3 kilos
- Apples - 40 pieces
- Cucumber - 4 pieces
- Cherry tomatoes - 2 kilos
- Carrots - 2 kilos
- Hummus - 6 tubs
- Baguettes - 10 pieces
- Butter - 1 kilo
- Mixed salad - 5 bags
- Pasta salad - 5 kilos
- Vegetarian quiche - 6 pieces
- Mini sandwiches - 100 pieces
- Herb cream cheese - 2 kilos
- Young cheese - 2 kilos
- Back ham - 1.5 kilos
- Smoked chicken breast - 1,5 kilo
- Mayonnaise - 1 bottle
- Mustard - 1 bottle
- Ketchup - 1 bottle
- Vegan toppings - 1 kilo
- Gluten-free rolls - 10 pieces
- Vegan quiche - 3 pieces
- Mini Desserts - 60 pieces
- Whipped cream - 6 cans
- Cookies - 6 packs
- Ice cubes - 10 bags
- Napkins - 200 pieces
- Paper cups - 100 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Parchment paper - 1 roll
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- Dishwasher tablets - 1 box
- All-purpose cleaner - 2 bottles
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Hand soap - 4 bottles

Tips

Plan drinks for the full visit, not just the meeting. Allow two to three drinks per person for the first hour, then one per person for each additional hour, and chill them at least four hours beforehand.
Order or buy about 10% more plates, cups, glasses and cutlery than the final visitor count. This covers breakage, staff use and guests who take a fresh item during the tour.
Prepare registration materials at least one working day ahead. Have one name badge and holder per visitor, plus 10% spare badges for misspellings, replacements and unexpected attendees.
Test the laptop, projector, screen, HDMI cables, microphone and power connections together at the venue 24 hours before the visit. Keep extension cords and power strips available rather than discovering a missing connection during setup.
Match catering to the dietary requirements before placing the order. Label special meals separately and keep serving spoons for each dish so visitors can identify suitable options without asking at the buffet.

Frequently asked questions

How much catering should I buy for a municipal business visit?: Use the confirmed visitor list and add 10% extra portions for late registrations and staff. For a short visit, plan one light meal or snack serving per person, with drinks calculated separately.
How many name badges do I need for a business visit?: Prepare one badge and holder for every confirmed visitor, presenter and staff member. Add at least 10% spare badges and print them no later than one working day before the visit.
How many drinks should I provide per visitor?: Allow two to three drinks per person during the first hour, then one additional drink per person for every extra hour. Include water, coffee and tea, and chill bottled drinks at least four hours in advance.
When should I check the presentation equipment?: Test the laptop, projector, screen, HDMI connection, microphone and power supply 24 hours before the visit. Repeat a short check immediately after setup so a loose cable or empty battery is found before guests arrive.

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