What you need for a poverty meeting

A poverty meeting needs more than chairs and a room. You will need a simple refreshment setup, serving equipment, presentation gear and clear information points for attendees. Plan separately for speakers, registration, children and accessibility so essential items do not arrive late or get overlooked. Use the final attendance count to adjust food, drinks, tableware and seating, then complete the main shop at least one day before the meeting.

Organize this event for free with Lizzt

What to bring

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

Furniture

Tablesqty 10
Chairsqty 90
Buffet tablesqty 3
Reception desk
Information desksqty 4
Children's chairsqty 6
Coat racksqty 3
Waste binsqty 6

Tableware

Coffee cupsqty 90
Tea glassesqty 90
Water glassesqty 90
Platesqty 100
Soup bowlsqty 90
Cutlery setsqty 100
Serving spoonsqty 8
Serving traysqty 8

Equipment

Laptop
Projector
Projection screen
Wireless microphonesqty 2
Speakersqty 2
Microphone standsqty 2
Extension cordsqty 3
Power stripsqty 5

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Soup kettlesqty 2
Refrigerators
Coolersqty 3
Cutting boardsqty 4
Bread knivesqty 4
Measuring cupsqty 3

Decorations

Tableclothsqty 10
Info boardsqty 6
Directional signsqty 12
Name badge holdersqty 8
Flower arrangementsqty 4
Buntingqty 4

Lighting

LED lampsqty 6
String lightsqty 4
Batteriesqty 24

Catering

Water jugsqty 8
Thermos flasksqty 6
Sugar bowlsqty 4
Milk jugsqty 4
Bread basketsqty 6
Buffet traysqty 8
Serving tongsqty 8
Ice packsqty 12
Drink dispensersqty 3
Groceries
- Whole wheat bread - 12 loaves
- Multigrain bread - 8 loaves
- Wholegrain rolls - 100 pieces
- Gluten-free sandwiches - 12 pieces
- Butter - 1 kilo
- Margarine - 2 tubs
- Young cheese - 3 kilos
- Aged cheese - 2 kilo
- Vegan cheese - 1 kilo
- Chicken breast topping - 2 kilos
- Hummus - 2 kilos
- Egg salad - 2 kilo
- Peanut butter - 4 jars
- Apple syrup - 3 jars
- Strawberry jam - 3 jars
- Cucumbers - 12 pieces
- Tomatoes - 4 kilos
- Red bell peppers - 2 kilos
- Carrots - 3 kilos
- Lettuce - 8 heads
- Onions - 2 kilos
- Garlic - 4 bulbs
- Leeks - 2 kilos
- Celery - 1 kilo
- Potatoes - 5 kilos
- Zucchinis - 2 kilos
- Mushrooms - 2 kilos
- Diced tomatoes - 12 cans
- Vegetable stock - 3 boxes
- Chickpeas - 8 cans
- White beans - 6 cans
- Lentils - 4 cans
- Coconut milk - 6 cans
- Olive oil - 2 bottles
- Sunflower oil - 1 bottle
- Salt - 2 packs
- Black pepper - 2 jars
- Paprika powder - 2 jars
- Curry powder - 2 jars
- Italian herbs - 2 jars
- Bay leaves - 1 bag
- Breadsticks - 8 packs
- Croutons - 4 bags
- Vegan cooking cream - 4 packs
- Apples - 8 kilos
- Bananas - 6 kilos
- Mandarins - 5 kilos
- Grapes - 4 kilos
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Salted pretzels - 6 bags
- Rice cakes - 6 packs
- Nut mix - 3 kilo
- Raisins - 2 kilos
- Cookies - 12 packs
- Vegan cookies - 4 packs
- Gluten-free cookies - 4 packs
- Coffee - 5 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Green tea - 1 box
- Cocoa powder - 2 packs
- Milk - 12 liters
- Oat milk - 8 liters
- Lemon - 2 kilos
- Sugar - 3 kilos
- Honey - 2 jars
- Still water - 12 bottles
- Sparkling water - 12 bottles
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Cleaning product - 3 bottles
- Dish soap - 3 bottles
- Dishwasher tablets - 1 box
- Paper towels - 8 rolls
- Toilet paper - 48 rolls
- Trash bags - 3 rolls
- Napkins - 500 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Freezer bags - 2 boxes

Cleaning

Mopsqty 3
Bucketsqty 3
Broom setsqty 2
Cleaning glovesqty 6
Hand soap dispensersqty 4
Paper towel dispensersqty 4

Tips

Plan two to three drinks per person for the first hour, then one drink per person for each additional hour. Include coffee, tea and water, and keep chilled drinks in coolers if no refrigerator is available.
Provide one plate, bowl, cup or glass and cutlery set per attendee, plus about 10% extra for replacements. Soup service needs soup bowls, serving spoons and enough space on the buffet tables.
Buy fresh produce and bread as late as practical, ideally on the day before the meeting. Cut soup vegetables and prepare toppings close to serving time so they stay fresh.
Count one chair per registered attendee, speaker and volunteer, then add five spare chairs for late arrivals or rearrangement. Set aside children's chairs if children are attending and place coat racks near the entrance.
Test the laptop, projector, screen, microphones and speakers at least two hours before doors open. Bring extension cords and power strips, and check that every presentation file works before speakers arrive.

Frequently asked questions

How much food should I buy for a poverty meeting?: For a light meeting, plan one portion of soup and two slices of bread per person, plus 10% extra. Add snacks for roughly one small portion per attendee, with more if the meeting lasts over two hours.
How many cups and glasses do I need for a meeting?: Allow one coffee cup, tea glass and water glass per person, then add 10% spare items. If washing up during the meeting is not possible, plan for two complete sets per person.
When should I shop for a poverty meeting?: Buy dry goods, drinks, tableware and equipment at least one day beforehand. Purchase fresh produce and bread the day before or on the morning of the meeting, depending on storage and opening hours.
What equipment should I test before the meeting starts?: Test the laptop, projector, screen, microphones and speakers at least two hours before guests arrive. Check extension cords and power strips at the same time, and keep a backup copy of every presentation.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.