What to Buy for a Project Kick-Off

A project kick-off needs more than coffee and a presentation. Plan supplies for registration, name badges, seating, catering, refreshments and the presentation area before the day itself. Use your confirmed attendee count to calculate plates, cups, cutlery and drinks, then add a small buffer for late registrations and breakage. Check cables, power and presentation equipment at least one day in advance so setup is not the first equipment test.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Buffet tablesqty 3
Stoolsqty 8

Tableware

Dinner platesqty 60
Dessert platesqty 60
Cutlery setsqty 60
Water glassesqty 70
Wine glassesqty 60
Coffee cupsqty 60
Serving traysqty 8

Equipment

Projector
Projection screen
Laptop
HDMI cableqty 2
Extension cordsqty 4
Power stripsqty 4
Wireless microphoneqty 2
Portable speakersqty 2
Flip chartqty 2
Flipchart standsqty 2
Presentation remote

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving tongsqty 6
Serving spoonsqty 6

Decorations

Name badgesqty 60
Tableclothsqty 8
Flower arrangementsqty 6
Welcome sign
Directional signsqty 6
Markersqty 12
Sticky notesqty 12
Pensqty 70
A4 notepadsqty 60

Cleaning

Waste binsqty 6

Catering

Groceries
- Coffee beans - 3 bags
- Tea bags - 100 pieces
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 2 kilos
- Sweetener - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Spa Blue - 48 bottles
- Sparkling water - 24 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Non-alcoholic beer - 24 bottles
- Pilsner - 48 bottles
- White wine - 8 bottles
- Red wine - 6 bottles
- Rosé - 4 bottles
- Ice cubes - 10 kilos
- Baguettes - 12 pieces
- Mini wraps - 120 pieces
- Hummus - 2 kilos
- Cream cheese - 1 kilo
- Young cheese - 2 kilos
- Brie - 1.5 kilos
- Back ham - 1.5 kilos
- Smoked chicken breast - 1,5 kilo
- Smoked salmon - 1 kilo
- Chickpeas - 12 cans
- Mixed salad - 4 kilo
- Cucumbers - 12 pieces
- Cherry tomatoes - 3 kilos
- Bell peppers - 12 pieces
- Olives - 2 kilos
- Grapes - 4 kilos
- Apples - 60 pieces
- Bananas - 40 pieces
- Brownies - 60
- Mini apple pies - 60 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Salted nuts - 3 kilos
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olive oil - 2 bottles
- Balsamic vinegar - 1 bottle
- Salt - 1 pack
- Pepper - 1 jar
- Napkins - 300 pieces
- Paper cups - 100 pieces
- Stirrers - 100 pieces
- Cocktail picks - 200 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 48 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 6 pieces
- Microfiber cloths - 12 pieces

Tips

Buy or prepare one name badge per participant, plus 10% extra for last-minute attendees, spelling changes or damaged badges. Keep the participant list at the reception desk for quick check-in.
Plan at least two to three drinks per person for the first hour, then one drink per person for each additional hour. Include water, coffee and tea, and chill bottled or canned drinks before guests arrive.
For tableware, provide one dinner plate, one dessert plate, one cutlery set and one water glass per attendee, plus 10% spare. Add wine glasses only if wine is part of the catering plan.
Allow one coffee cup per guest per serving round and prepare enough hot-water capacity for the busiest break. Two coffee machines or kettles may be needed when the group is large or the break is short.
Check the laptop, projector, projection screen, HDMI cable, presentation remote, microphone and speakers together at least 24 hours before the kick-off. Pack extension cords and power strips so the presentation area does not depend on a single wall socket.

Frequently asked questions

What do I need to buy for a project kick-off?: Plan refreshments, catering supplies, tableware, name badges and presentation equipment. For each attendee, allow one dinner plate, one dessert plate, one cutlery set and one water glass, with 10% extra.
How many drinks do I need for a project kick-off?: Allow two to three drinks per person for the first hour, then one drink per person for every additional hour. Include water as well as coffee and tea, and add about 10% for unexpected attendees.
How many name badges should I prepare?: Prepare one badge per registered participant and keep 10% extra available. For 40 attendees, that means at least 44 badges, with a few blank options for late registrations.
When should I test the projector and presentation equipment?: Test the laptop, projector, screen, HDMI cable, presentation remote, microphone and speakers at least 24 hours before the event. Repeat a quick connection check during room setup on the day.

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