What to buy for a partner meeting

Use this shopping list to prepare a partner meeting without missing the small items that affect the day. Plan supplies for the welcome desk, catering, coffee service, presentations, and room setup together. Confirm the final attendee count before buying food, drinks, plates, glasses, and seating. Check what the venue already provides at least one week ahead, especially tables, microphones, power strips, extension cords, and HDMI connections.

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What to bring

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

Furniture

Tall cocktail tablesqty 8
Dining tablesqty 6
Chairsqty 55
Buffet tablesqty 3
Registration desk
Coat racksqty 2

Tableware

Water glassesqty 60
Wine glassesqty 60
Coffee cupsqty 55
Dinner platesqty 60
Dessert platesqty 60
Knivesqty 60
Forksqty 60
Spoonsqty 60
Serving utensilsqty 12
Napkin dispensersqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Projector
Projection screen
Laptopsqty 2
HDMI cablesqty 3
Presentation clicker
Wireless microphonesqty 2
Speakersqty 2
Power stripsqty 6
Extension cordsqty 6
Charging cablesqty 6

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 4
Serving plattersqty 12
Serving trays with lidsqty 6
Serving spoonsqty 12
Serving jugsqty 6
Thermos flasksqty 4
Ice cube traysqty 4

Decorations

Tableclothsqty 14
Flower arrangementsqty 8
Menusqty 8
Name badgesqty 60
Pensqty 30
Route signsqty 6
Adhesive stripsqty 2
Disposable vasesqty 8

Lighting

String lightsqty 6
LED lampsqty 8
Battery lanternsqty 6

Cleaning

Waste binsqty 6
Dustpan and brushqty 2
Broomqty 2
Mop setqty 2
Cleaning glovesqty 6
Microfiber clothsqty 12

Catering

Groceries
- Coffee beans - 3 kilo
- Black tea - 4 boxes
- Herbal tea - 3 boxes
- Decaf coffee - 1 pack
- Sugar - 2 kilos
- Sweetener - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Lemon - 2 kilos
- Sparkling water - 12 bottles
- Still water - 12 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Tonic - 4 bottles
- Ginger beer - 3 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Non-alcoholic beer - 24 bottles
- Pilsner - 48 bottles
- White wine - 8 bottles
- Red wine - 6 bottles
- Rosé - 4 bottles
- Prosecco - 6 bottles
- Olives - 4 jars
- Mixed nuts - 3 kilo
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Tortilla chips - 4 bags
- Hummus - 6 tubs
- Tzatziki - 4 tubs
- Salsa - 4 jars
- Cucumber - 3 kilos
- Carrots - 3 kilos
- Bell peppers - 3 kilos
- Cherry tomatoes - 3 kilos
- Grapes - 4 kilos
- Apples - 4 kilos
- Bananas - 3 kilos
- Strawberries - 2 kilos
- Baguettes - 12 pieces
- Mini rolls - 80 pieces
- Butter - 1 kilo
- Cream cheese - 2 kilo
- Young cheese - 2 kilos
- Brie - 1.5 kilos
- Goat cheese - 1 kilo
- Hummus spread - 1.5 kilos
- Smoked chicken breast - 1,5 kilo
- Roast beef - 1.5 kilos
- Turkey breast - 1 kilo
- Arugula - 1 kilo
- Mixed salad - 2 kilos
- Pasta - 3 kilos
- Pesto sauce - 4 jars
- Cherry tomatoes for salad - 2 kilos
- Feta cheese - 1 kilo
- Cucumber for salad - 2 kilo
- Dressing - 3 bottles
- Parmesan cheese - 500 grams
- Vegetarian quiche - 6 pieces
- Mini meatballs - 4 kilos
- Chicken skewers - 4 kilos
- Falafel - 3 kilos
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Chili sauce - 2 bottles
- Brownies - 60
- Mini muffins - 60 pieces
- Mini Desserts - 60 pieces
- Fresh fruit for dessert - 3 kilo
- Ice cubes - 15 kilos
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper napkins - 300 pieces
- Coffee filters - 2 packs
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Hand soap - 4 bottles
- Hand gel - 4 bottles

Tips

Buy or reserve tableware for the confirmed guest count, then add about 10% extra plates, glasses, cups, and cutlery. This covers late registrations, replacements, and items used during breaks.
Plan coffee, tea, water, and chilled drinks for the full meeting rather than only the meal. Check that you have enough coffee machines, kettles, water glasses, wine glasses, and coolers for each service point.
Test every presentation connection at the venue at least 24 hours before the meeting. Bring a compatible laptop, HDMI cables, a presentation clicker, charging cables, power strips, and extension cords instead of relying on one adapter.
Prepare the welcome desk supplies before guests arrive: registration desk, printed attendance list, name badges, and clear direction signs. Keep spare badges and pens available for last-minute attendees.
Confirm catering quantities after dietary requirements and registrations are processed, preferably 3–5 days before the meeting. Keep perishable catering chilled during transport and storage, and bring cutting boards and serving utensils if the caterer does not provide them.

Frequently asked questions

What do I need to buy for a partner meeting?: Plan drinks, coffee supplies, food-service items, name badges, and presentation accessories. You may also need water glasses, wine glasses, coffee cups, plates, cutlery, serving utensils, coolers, cables, and power equipment for the meeting setup.
How much tableware do I need for a partner meeting?: Use the confirmed attendee count as your base and add about 10% extra. For 40 attendees, prepare roughly 44 of each regularly used item, such as plates, glasses, cups, knives, forks, and spoons.
When should I buy food and drinks for a partner meeting?: Confirm the final quantities 3–5 days before the meeting, after registrations and dietary requirements are known. Buy or collect chilled items as close to the event as practical and keep them cold until catering is served.
What presentation equipment should I bring to a partner meeting?: Bring a laptop, projector, projection screen, HDMI cables, presentation clicker, wireless microphones, speakers, charging cables, power strips, and extension cords as needed. Test the complete setup at least 24 hours beforehand.

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