Office visit shopping list
An office visit needs more than coffee and a meeting room. Plan what visitors will use from arrival through the final presentation: name badges, route signs, drinks, snacks, serving items and technical equipment. Buy or collect disposable supplies early, especially dietary options and enough cups and glasses for the full group. This list also covers the practical items that are easy to miss, such as extension cords, tape and coat racks.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Chairsqty 40
- Tablesqty 6
- Reception desk
- Coat racksqty 2
Tableware
- Drinking glassesqty 50
- Coffee cupsqty 40
- Platesqty 50
- Cutlery setsqty 50
- Serving plattersqty 10
- Serving tongsqty 6
Kitchen
- Coffee machinesqty 2
- Kettlesqty 2
- Thermos flasksqty 4
- Cutting boardsqty 3
- Kitchen knivesqty 3
- Coolersqty 3
Equipment
- Laptop
- Projector
- Projection screen
- Wireless microphone
- Portable speaker
- Extension cordsqty 4
- Power stripsqty 4
Decorations
- Tableclothqty 6
- Name badgesqty 40
- Name badge holdersqty 40
- Route signsqty 8
- Balloonsqty 30
- Flower arrangementsqty 4
- Tapeqty 3
- Scissorsqty 2
Cleaning
- Waste binsqty 4
- Cleaning bucketsqty 2
- Mopsqty 2
- Microfiber clothsqty 6
- Dish brushesqty 2
Catering
- Groceries
- Coffee beans - 2 packs
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 3 liters
- Lemons - 6 pieces
- Still water - 24 bottles
- Sparkling water - 24 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Orange juice - 6 liters
- Apple juice - 4 liter
- Non-alcoholic beer - 24 bottles
- Pilsener - 48 bottles
- White wine - 6 bottles
- Red wine - 4 bottles
- Sparkling wine - 3 bottles
- Ice cubes - 8 kilos
- Mini wraps - 60 pieces
- Whole grain bread - 4 loaves
- White rolls - 40 pieces
- Multigrain rolls - 30 pieces
- Cream cheese - 1 kilo
- Young cheese - 1,5 kilo
- Brie - 800 grams
- Smoked chicken breast - 1 kilo
- Smoked salmon - 800 grams
- Hummus - 1 kilo
- Vegetable spread - 600 grams
- Arugula - 400 grams
- Cucumbers - 6 pieces
- Cherry tomatoes - 1 kilo
- Bell peppers - 8 pieces
- Grapes - 2 kilos
- Apples - 30 pieces
- Bananas - 20 pieces
- Plain chips - 4 bags
- Paprika chips - 4 bags
- Salted nuts - 1 kilo
- Olives - 1 kilo
- Salted crackers - 4 packs
- Tortilla chips - 4 bags
- Salsa sauce - 2 jars
- Mayonnaise - 1 jar
- Ketchup - 1 bottle
- Mustard - 1 jar
- Pasta - 3 kilos
- Pesto sauce - 4 jars
- Pasta sauce - 5 jars
- Parmesan cheese - 500 grams
- Mixed vegetables - 3 kilos
- Green salad - 2 kilos
- Salad dressing - 2 bottles
- Vegan falafel - 2 kilos
- Vegan balls - 1.5 kilos
- Sandwiches for vegan spreads - 20 pieces
- Chocolate mousse - 30 portions
- Vegan fruit salad - 30 portions
- Cookies - 4 packs
- Napkins - 150 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Paper towels - 6 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Toilet paper - 24 rolls
- Garbage bags - 30 pieces
Tips
- Plan two to three drinks per visitor for the first hour, then about one drink per person for each additional hour. Include coffee, tea and water, and chill drinks before guests arrive.
- Allow one plate, one cutlery set and one glass per visitor, plus at least 10% extra. Add serving platters and serving tongs so the buffet does not depend on personal tableware.
- Prepare one name badge and holder for every visitor, with at least 10 spare badges for late registrations or replacements. Keep the visitor list at the reception desk rather than on the catering table.
- Check presentation equipment at least one working day before the visit: test the laptop, projector, screen, microphone, speaker, extension cords and power strips in the actual meeting room.
- Buy or gather route signs, tape and tablecloths before setup day. Tape is often forgotten until signs need hanging, while a missing coat rack becomes noticeable as soon as visitors arrive with jackets.
Frequently asked questions
- What should I buy for an office visit?
- Plan drinks, coffee and tea, snacks, plates, cutlery, glasses, serving platters and tongs. You may also need name badges, holders, route signs, tape, tablecloths and presentation equipment such as a projector and microphone.
- How many drinks do I need for an office visit?
- Allow two to three drinks per person for the first hour, then one additional drink per person for every extra hour. Keep a separate calculation for coffee and tea if those are served throughout the visit.
- How much tableware is needed for office visitors?
- Prepare one plate, one cutlery set and one drinking glass per visitor, plus 10% extra. For 30 visitors, that means at least 33 of each item, before adding anything needed for staff or multiple catering rounds.
- When should I prepare office visit supplies?
- Confirm catering and dietary requirements at least 3 to 5 working days before the visit. Test presentation equipment one working day ahead, and chill drinks and set out supplies on the morning of the visit.
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