What to Buy for a Peer Support Meeting

A peer support meeting needs more than coffee and chairs. Plan refreshments, serving equipment, name badges, discussion materials, signs, and a quiet rest area before participants arrive. The shopping list covers the practical items that are easy to overlook, especially enough cups, pens, flip-chart paper, extension leads, and cleaning supplies. Use your registration numbers to calculate quantities, then add a small buffer so late arrivals and spills do not disrupt the meeting.

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What to bring

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

Furniture

Tablesqty 6
Chairsqty 45
Coat racksqty 2
Side tablesqty 3

Tableware

Coffee cupsqty 50
Drinking glassesqty 50
Platesqty 50
Cutlery setsqty 50
Serving bowlsqty 8
Serving plattersqty 6
Serving spoonsqty 8

Catering

Thermos flasksqty 5
Coolersqty 3
Cutting boardsqty 4
Bread knivesqty 3
Scissorsqty 2
Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Tea selection - 100 bags
- Sugar - 1 kilo
- Milk - 8 liters
- Oat milk - 4 liters
- Spa Blue - 48 bottles
- Spa Rood - 24 small bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Apples - 40 pieces
- Bananas - 30 pieces
- Grapes - 4 kilos
- Whole grain bread - 8 loaves
- White bread - 6 loaves
- Wholegrain crackers - 8 packs
- Butter - 1 kilo
- Margarine - 1 kilo
- Young cheese - 3 kilos
- Hummus - 10 tubs
- Vegetable spread - 8 containers
- Jam - 4 jars
- Peanut butter - 2 jars
- Cucumbers - 8 pieces
- Tomatoes - 3 kilos
- Iceberg lettuce - 4 heads
- Carrots - 3 kilos
- Bell peppers - 2 kilos
- Vegetable soup - 10 liters
- Soup sticks - 6 packs
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Salted crackers - 6 packs
- Biscuits - 8 packs
- Mini currant buns - 50 pieces
- Napkins - 6 packs
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 2 packs

Equipment

Kettlesqty 2
Coffee machinesqty 2
Power stripsqty 4
Extension cordsqty 4
Portable sound system

Decorations

Tableclothsqty 6
Name badgesqty 50
Pensqty 30
Flip chart
Flip chart sheetsqty 30
Markersqty 12
Rolls of tapeqty 4
Directional signsqty 8

Cleaning

Bucketsqty 2
Mopsqty 2
Cleaning clothsqty 12
Washing-up bowlsqty 3

Tips

Plan one drinking glass or cup per participant, plus roughly 10% extra. Add enough plates and cutlery for the food you are serving rather than assuming people will reuse them.
Allow at least one pen per participant for name badges or discussion cards, with 10% extra. Put spare pens at the welcome desk and near the flip chart.
Check the room layout before buying or packing equipment. Count the tables, chairs, side tables, coat racks, and rest-area furniture against the confirmed participant list.
Test every kettle, coffee machine, power strip, extension cord, and portable sound system before the meeting. Bring enough extension cable to reach the welcome desk and discussion areas without creating trip hazards.
Prepare signs and tape before the day itself. Directional signs, room signs, scissors, markers, and rolls of tape are often forgotten until setup starts, when there is no time to print or mount replacements.

Frequently asked questions

How much coffee and tea do I need for a peer support meeting?: For the first hour, plan on 2 to 3 drinks per person, then about 1 drink per person for each additional hour. Add around 10% extra if the meeting is longer than two hours or includes a break.
How many cups and glasses should I buy for a peer support meeting?: Provide one cup or glass per participant for each refreshment point, plus at least 10% spare. For 30 attendees, that means preparing about 33 cups or glasses, with extra available for the rest area and replacements.
What stationery is needed for a peer support meeting?: Prepare one name badge and one pen per participant, plus 10% spare. Also bring flip-chart sheets, markers, discussion cards, scissors, and tape so facilitators can work without sharing a single pen or stopping the session.
How early should I prepare the shopping and equipment?: Finish the main shopping at least 2 days before the meeting. Test electrical and sound equipment 1 day before, and chill drinks and set out tableware on the day after the room layout is confirmed.

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