What you need for a networking lunch

A networking lunch needs more than food and drinks. Guests should be able to register quickly, find their place, get coffee without a queue and start conversations easily. Use this shopping list to cover the practical items around the catering: serving equipment, crockery, glasses, name badges, networking prompts and room supplies. Check dietary requirements before placing the catering order, then buy or borrow the items that are not included with the venue or caterer.

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What to bring

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

Furniture

Tablesqty 6
Chairsqty 48
Buffet tablesqty 2
Reception desk
High tablesqty 4

Tableware

Platesqty 60
Soup bowlsqty 48
Coffee cupsqty 50
Water glassesqty 60
Wine glassesqty 50
Cutlery setsqty 60
Serving spoonsqty 12
Serving boardsqty 8
Serving plattersqty 10

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Extension cordsqty 3
Power stripsqty 3

Kitchen

Cutting boardsqty 4
Chef's knifeqty 2
Serving tongsqty 8
Measuring cupsqty 2
Thermos flasksqty 4

Decorations

Tableclothsqty 8
Name badge holdersqty 48
Name badgesqty 50
Flower arrangementsqty 6

Lighting

LED lampsqty 6

Cleaning

Waste binsqty 4
Bucketsqty 2
Mopsqty 2
Broom and dustpan

Catering

Groceries
- Whole grain bread - 8 loaves
- White mini buns - 60 pieces
- Gluten-free rolls - 8 pieces
- Butter - 500 grams
- Young cheese - 2 kilos
- Brie - 1 kilo
- Hummus - 1 kilo
- Chicken breast slices - 1.5 kilos
- Smoked salmon - 1 kilo
- Egg salad - 1 kilo
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Mixed salad - 2 kilos
- Cucumbers - 6 pieces
- Cherry tomatoes - 2 kilos
- Bell peppers - 12 pieces
- Arugula - 500 grams
- Red onions - 6 pieces
- Potato salad - 3 kilos
- Pasta salad - 3 kilos
- Quinoa salad - 2 kilos
- Chickpeas - 6 cans
- Feta cheese - 750 grams
- Olives - 1 kilo
- Herb dressing - 3 bottles
- Balsamic vinegar - 1 bottle
- Mayonnaise - 2 jars
- Mustard - 2 jars
- Ketchup - 1 bottle
- Apples - 40 pieces
- Bananas - 30 pieces
- Grapes - 3 kilos
- Mini pastries - 60 pieces
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 1 box
- Herbal tea - 1 box
- Sugar - 1 kilo
- Mints - 1 box
- Milk - 6 liters
- Oat milk - 4 liters
- Spa Blauw - 6 bottles
- Spa Red - 4 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Beer - 48 bottles
- Alcohol-free wine - 6 bottles
- White wine - 8 bottles
- Red wine - 6 bottles
- Ice cubes - 10 kilos
- Lemons - 12 pieces
- Paper napkins - 120 pcs
- Paper towels - 4 rolls
- Paper towels - 4 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet paper - 24 rolls
- Hand soap - 2 bottles

Tips

Plan tableware by guest count, then add 10% spare plates, bowls, cups, glasses and cutlery. Extra pieces cover breakages, seconds and late additions without interrupting lunch.
Confirm what the caterer and venue provide at least 3–5 days before the lunch. Plates, serving platters, coffee machines, extension cords and waste bins are often assumed to be included but may not be.
Prepare one name badge and holder for every registered guest, plus at least 10 spare badges for last-minute attendees. Keep blank badges and a marker at the reception desk.
For a two-hour lunch, allow roughly 2–3 drinks per person in the first hour and 1–2 more during the remaining time. Chill drinks before guests arrive and keep a separate supply of water available throughout.
Set up coffee and tea with enough capacity for a busy first 30 minutes: one coffee machine or kettle for each 25–30 guests is a practical starting point. Bring thermos flasks if the venue setup cannot keep up with refills.

Frequently asked questions

What should I buy for a networking lunch?: Buy or arrange the lunch catering, drinks, coffee and tea, plus plates, soup bowls, cups, glasses, cutlery and serving utensils. Also prepare name badges, badge holders, networking questions, tablecloths and waste bins. Confirm the quantities against the final registration list 3–5 days beforehand.
How many plates and glasses do I need per person for a networking lunch?: Plan one dinner plate, one soup bowl if soup is served, one coffee cup, one water glass and one wine glass per guest, then add 10% spare. For 50 guests, that means at least 55 of each item used, with extra wine glasses if networking continues after lunch.
How much coffee and tea do I need for a networking lunch?: Allow 2–3 cups of coffee or tea per person for a two-hour lunch, with extra capacity during the first 30 minutes. For 50 guests, prepare for about 100–150 cups and check whether the venue has enough machines, kettles, power strips and extension cords.
When should I prepare the shopping list for a networking lunch?: Draft it as soon as registrations open and finalise quantities 3–5 days before the event, after collecting dietary requirements. Check deliveries and borrowed equipment again the day before, then chill drinks and pack materials for the venue on the morning of the lunch.

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