What you need for a participation meeting

A participation meeting needs more than chairs and coffee. You’ll need a clear setup for registration, discussion, presentation and feedback, plus equipment that works for the whole room. Plan seating for every registered participant, provide visible signs and name badges, and check catering against dietary requirements before shopping. This list covers the practical items to buy, borrow or bring so the meeting can start on time and run without avoidable interruptions.

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What to bring

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

Furniture

Tablesqty 12
Chairsqty 90
Reception desk
Waste binsqty 6
Coat racksqty 2

Equipment

Laptop
Projector
Projection screen
Wireless microphonesqty 2
Speakerqty 2
Extension cordsqty 4
Power stripsqty 4
Presentation clicker
Flip chartqty 6
Flipchart markersqty 24

Tableware

Coffee cupsqty 90
Water glassesqty 90
Platesqty 90
Cutlery setsqty 90
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Serving plattersqty 12
Serving traysqty 6
Cutting boardsqty 3
Bread knivesqty 3
Kitchen knivesqty 3

Decorations

Name badgesqty 100
Table signsqty 12
Directional signsqty 10
Tableclothsqty 12

Lighting

Standing lampsqty 4

Catering

Water jugsqty 12
Coolersqty 4
Groceries
- Coffee - 2 packs
- Tea - 6 boxes
- Decaf coffee - 1 pack
- Sugar - 2 kilograms
- Milk - 8 liters
- Oat milk - 4 liters
- Lemon - 2 kilogram
- Still water - 12 bottles
- Sparkling water - 12 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Grape juice - 4 cartons
- Herbal tea - 2 boxes
- Sandwiches - 120 pieces
- Whole grain bread - 8 loaves
- Hummus - 2 kilograms
- Young cheese - 2 kilograms
- Aged cheese - 2 kilogram
- Chicken breast slices - 1 kilogram
- Vegan spread - 1 kilogram
- Low-fat margarine - 1 kilogram
- Cucumber - 3 kilograms
- Tomatoes - 3 kilograms
- Arugula - 1 kilogram
- Bell peppers - 2 kilograms
- Carrots - 3 kilogram
- Cherry tomatoes - 2 kilograms
- Apples - 8 kilograms
- Bananas - 6 kilograms
- Grapes - 5 kilograms
- Mandarins - 5 kilograms
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Snacks - 6 bags
- Mixed nuts - 2 kilograms
- Cookies - 6 packs
- Gluten-free cookies - 2 packs
- Vegan wraps - 40 pieces
- Wrap filling - 4 kilograms
- Pasta salad - 8 kilograms
- Green salad - 6 kilograms
- Sandwich sauce - 2 bottles
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olive oil - 1 liter
- Salt - 1 pack
- Pepper - 1 jar
- Napkins - 300 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Dish soap - 3 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Paper towels - 8 rolls

Cleaning

Bucketsqty 3
Spongesqty 6
Dish brushesqty 3
Floor squeegeesqty 2
Broom setsqty 2
Vacuum cleaner
Hand soap dispensersqty 4

Tips

Plan one chair per registered participant, plus 5–10% extra if space allows. Add enough tables for registration, refreshments, discussion materials and any presentation equipment.
Test the laptop, projector, screen, microphones and speaker at least 60 minutes before participants arrive. Bring extension cords, power strips and a presentation clicker rather than assuming the venue has them.
Prepare one name badge for every participant, speaker and facilitator, with at least 5 spare badges. Put table signs and route signs where someone unfamiliar with the venue can see them from the entrance.
For a meeting lasting around two hours, allow at least one coffee or tea serving and one glass of water per person. Add extra cups and glasses for 10% more people than registered, especially if catering is self-service.
Print worksheets, discussion questions and evaluation forms for every registered participant, plus 5–10% spare copies. Keep pens and flip-chart markers together at the registration desk so discussion groups do not have to search for them.

Frequently asked questions

What do I need to buy for a participation meeting?: Plan for furniture, registration materials, presentation equipment, discussion materials, refreshments and signs. For each registered participant, prepare one chair, one name badge, printed handouts and at least one drink serving.
How much catering do I need for a participation meeting?: For a two-hour meeting, allow one coffee or tea serving and one glass of water per person, then add 10% extra. Confirm dietary requirements before placing the order, ideally at least 5 days in advance.
How many printed materials should I prepare?: Print one worksheet and one evaluation form per participant, plus 5–10% spare copies. Prepare the final files and send them to print at least 3 working days before the meeting.
How early should I test the equipment for a participation meeting?: Test the laptop, projector, screen, microphones, speaker and power connections at least 60 minutes before arrival. If the venue or equipment is unfamiliar, arrange a full technical check 1–2 days earlier.

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