What to buy for a project meeting
A project meeting needs more than coffee and a room. Plan drinks, snacks, serving equipment and tableware around the number of participants, then add a small buffer so late arrivals do not leave anyone without a cup or plate. Check dietary requirements before ordering catering, label special meals clearly and chill drinks before guests arrive. Keep cables, adapters and power supplies together so the laptop and projector can be tested before the meeting starts.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 8
- Chairsqty 48
- Buffet tablesqty 3
- Registration desk
- Coat racksqty 2
Equipment
- Laptop
- Projector
- Projection screen
- HDMI cableqty 2
- HDMI adapterqty 2
- Portable speaker
- Microphone
- Power stripsqty 4
- Extension cordsqty 4
- Chargersqty 4
- Power banksqty 2
Kitchen
- Coffee machinesqty 2
- Kettlesqty 2
- Thermos flasksqty 4
- Coolersqty 3
- Serving bowlsqty 8
- Serving plattersqty 8
- Serving spoonsqty 8
Tableware
- Platesqty 55
- Coffee cupsqty 50
- Water glassesqty 55
- Wine glassesqty 50
- Forksqty 55
- Knivesqty 55
- Spoonsqty 55
- Teaspoonsqty 50
- Coffee spoonsqty 50
- Serving tongsqty 6
Catering
- Coffee potsqty 2
- Water carafesqty 8
- Bread basketsqty 4
- Table runnersqty 8
- Ice packsqty 12
- Groceries
- Coffee beans - 2 kilograms
- Tea bags - 100 pieces
- Sugar - 1 kilogram
- Milk - 8 liters
- Oat milk - 4 liters
- Still mineral water - 48 bottles
- Sparkling mineral water - 24 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange juice - 8 liters
- Apple juice - 6 liters
- Beer - 72 bottles
- Alcohol-free wine - 8 bottles
- Red wine - 8 bottles
- White wine - 8 bottles
- Snack nuts - 2 kilogram
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Olives - 4 jars
- Hummus - 2 kilograms
- Cucumber - 8 pieces
- Carrots - 3 kilogram
- Cherry tomatoes - 3 kilograms
- Grapes - 3 kilograms
- Apples - 50 pieces
- Mixed salad - 2 kilogram
- Tomatoes - 3 kilograms
- Cucumber salad - 2 kg
- Baguettes - 12 pieces
- Brown rolls - 50 pieces
- White rolls - 30 pieces
- Butter - 1 kilogram
- Herb butter - 1 kilogram
- Young cheese - 2 kilograms
- Aged cheese - 2 kilogram
- Hummus spread - 1 kilogram
- Chicken breast slices - 1 kilogram
- Raw vegetables - 2 kilogram
- Tomato soup - 8 liters
- Vegetable soup - 8 liters
- Pasta - 5 kilogram
- Tomato sauce - 5 liters
- Pesto - 1 kilogram
- Grated cheese - 2 kilogram
- Grilled vegetables - 5 kilogram
- Chicken breast - 5 kilograms
- Vegetarian meatballs - 3 kilograms
- Sandwiches for dinner - 50 pieces
- Tiramisu - 50 portions
- Vegan chocolate mousse - 8 servings
- Ketchup - 2 bottles
- Mayonnaise - 2 bottles
- Mustard - 2 jars
- Olive oil - 1 liter
- Salt - 1 pack
- Pepper - 1 jar
- Italian herbs - 1 jar
- Chili flakes - 1 jar
- Lemons - 12 pieces
- Ice cubes - 10 kilograms
- Paper napkins - 300 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Garbage bags - 30 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Dishwasher tablets - 30 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Diet labels - 60 pieces
Decorations
- Name badgesqty 50
- Name badge holdersqty 50
- Table cardsqty 12
- Pen holdersqty 8
- Flower arrangementsqty 4
Lighting
- Table lampsqty 4
Work materials
- Flip chartsqty 4
- Flipchart padsqty 6
- Markersqty 40
- Sticky notesqty 12
- Notepadsqty 50
- Ballpoint pensqty 50
- Worksheetsqty 50
- Rolls of tapeqty 6
- Scissorsqty 8
Cleaning
- Waste binsqty 6
- Bucketsqty 2
- Mopsqty 2
- Broom
- Dustpan and brushqty 2
- Cleaning glovesqty 6
- Cleaning clothsqty 12
Tips
- Plan two to three drinks per person for the first hour, then one drink per person for each additional hour. Include water as well as coffee, tea and other refreshments.
- Buy or order one plate, cup, glass, fork, knife and spoon per participant, plus about 10% extra. This covers breakage, seconds and unexpected attendees.
- Allow one coffee or tea serving per person per hour, and prepare extra hot water or coffee for the first break. Thermos flasks help keep drinks available while the room is being reset.
- Provide snacks in separate serving bowls and platters, with serving spoons for each option. Set aside clearly labelled portions for every dietary requirement collected during registration.
- Bring at least one HDMI cable and the correct adapter for the presentation laptop, plus a power strip and extension cord for each working area. Test the full setup before participants arrive, not during the opening.
Frequently asked questions
- What should I buy for a project meeting?
- Plan drinks, coffee and tea, snacks, tableware and serving items for every participant. Also check whether you need cables, adapters, power strips, chargers and presentation equipment before shopping.
- How many drinks do I need for a project meeting?
- Allow two to three drinks per person during the first hour and one per person for every hour after that. Add roughly 10% extra if attendance is uncertain or the meeting runs all day.
- How many plates and cups do I need for a meeting?
- Buy one of each required item per participant, including plates, coffee cups, water glasses, forks, knives and spoons. Add 10% extra, so a meeting for 30 people needs about 33 of each item.
- When should I buy snacks and chill the drinks?
- Buy shelf-stable supplies at least one day before the meeting. Collect fresh catering and chill drinks on the day, ideally two to three hours before arrival so everything is ready for the first break.
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