What to Buy for a Neighborhood Council Meeting

Use this shopping list to prepare the practical supplies for a neighborhood council meeting, from coffee and snacks to name badges and note-taking materials. Plan quantities from the number of registered participants rather than guessing on the day. Drinks and serving items are easy to underestimate, especially when the meeting lasts several hours. Check dietary requirements before shopping, and test that the projector, laptop and cables work together before participants arrive.

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What to bring

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

Furniture

Meeting tablesqty 8
Chairsqty 70
Registration desk
Presentation table

Equipment

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

Tableware

Coffee cupsqty 70
Drinking glassesqty 70
Platesqty 70
Forksqty 70
Knivesqty 70
Spoonsqty 70
Serving plattersqty 8
Serving spoonsqty 8

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Cutting boardsqty 2
Bread knivesqty 2
Serving traysqty 4

Paper goods

Name badgesqty 70
Notepadsqty 70
Ballpoint pensqty 70
Printer paperqty 250
Presentation foldersqty 10

Cleaning

Waste binsqty 4
Hand soap dispensersqty 2
Cleaning bucketqty 2
Mopqty 2
Broom

Catering

Groceries
- Coffee - 2 packs
- Tea bags - 100 pieces
- Cocoa powder - 1 pack
- Sugar - 2 packs
- Mints - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Lemons - 6 pieces
- Still mineral water - 8 bottles
- Sparkling mineral water - 6 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Herbal tea - 2 boxes
- Whole wheat baguettes - 8 pieces
- Butter - 4 packs
- Young cheese - 2 kilograms
- Aged cheese - 1 kilogram
- Vegetarian cheese - 1 kilogram
- Hummus - 6 tubs
- Cucumbers - 6 pieces
- Cherry tomatoes - 2 kilograms
- Carrots - 2 kilogram
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 6 bags
- Salted sticks - 4 bags
- Mixed nuts - 2 kilograms
- Raisins - 1 kilogram
- Apples - 70 pieces
- Bananas - 40 pieces
- Grapes - 4 kilograms
- Cookies - 8 packs
- Gluten-free crackers - 3 packs
- Vegan cookies - 3 packs
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Napkins - 300 pieces
- Paper towels - 6 rolls
- Toilet paper - 12 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 6 pieces
- Rubber gloves - 4 pairs

Tips

Plan about 2 drinks per person for the first hour, then 1 additional drink per person for each extra hour. Include coffee, tea and water, and chill cold drinks before the room opens.
Buy snacks for 1.5 to 2 portions per participant if the meeting includes a break. Add plates, forks, serving platters and serving spoons; these are often forgotten when food is bought separately.
Prepare one name badge, notepad and ballpoint pen per attendee, plus at least 10% extra. Keep the spare stationery at the registration desk so late arrivals can be registered quickly.
Check the presentation setup at least 60 minutes before the meeting. Test the laptop, projector, screen, HDMI cable, speakers and wireless microphone together rather than checking each item separately.
Pack extension cords and power strips before leaving for the room. Bring at least one spare HDMI cable or adapter if the presenter’s laptop connection has not been confirmed in advance.

Frequently asked questions

How many drinks do I need for a neighborhood council meeting?: Allow 2 drinks per person for the first hour and 1 more per person for every additional hour. For a two-hour meeting with 30 people, that means about 90 drinks, split between water, coffee, tea and other cold drinks.
How many name badges and pens should I buy?: Prepare one name badge, notepad and pen per registered participant, plus 10% extra for walk-ins or damaged items. For 40 participants, prepare at least 44 of each.
When should I buy snacks for the meeting?: Buy packaged snacks 1 to 2 days beforehand and fresh items on the day of the meeting. Confirm dietary requirements before shopping so you can provide suitable alternatives instead of adding them at the last minute.
How early should I test the projector and microphone?: Test the full presentation setup at least 60 minutes before participants arrive. This gives you time to replace a cable, adjust the sound or find a compatible connection before registration begins.

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