What you need for a roundtable discussion

A roundtable discussion needs more than chairs and a few printed questions. You need enough tableware for the catering setup, drinks that can be served without constant refilling, and clear materials for registration, notes and discussion points. Plan quantities from the confirmed participant list, then add a small buffer for glasses, cups and stationery. This checklist covers the supplies and equipment that are easy to overlook or leave until the last day.

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What to bring

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

Furniture

Tablesqty 6
Chairsqty 36
Buffet tablesqty 2
Registration desk
Coat racksqty 2

Tableware

Water glassesqty 40
Wine glassesqty 40
Coffee cupsqty 40
Platesqty 40
Cutlery setsqty 40
Serving boardsqty 8
Serving plattersqty 8
Water jugsqty 6
Thermos flasksqty 6

Equipment

Coffee machinesqty 2
Coolersqty 3
Extension cordsqty 4
Power stripsqty 4
Kitchen scale
Kitchen thermometerqty 2

Presentation

Flip chartsqty 3
Flipchart padsqty 6
Markersqty 24
Pensqty 40
Notepadsqty 40
Kitchen timersqty 3

Decorations

Table runnersqty 6
Name badgesqty 40
Table numbersqty 6
Signage boardsqty 6

Cleaning

Waste binsqty 4

Catering

Groceries
- Coffee - 2 packs
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 3 liters
- Still mineral water - 12 bottles
- Sparkling mineral water - 12 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 liter
- White wine - 6 bottles
- Red wine - 4 bottles
- Alcohol-free beer - 12 bottles
- Beer - 24 bottles
- Ice cubes - 6 kilos
- Baguettes - 8 pieces
- Whole grain bread - 4 loaves
- Wraps - 40 pieces
- Cream cheese - 1,5 kilo
- Hummus - 1.5 kilos
- Young cheese - 1,5 kilo
- Brie - 1 kilo
- Smoked chicken breast - 1 kilo
- Smoked salmon - 750 grams
- Falafel - 1 kilo
- Herb cream cheese - 500 grams
- Cherry tomatoes - 2 kilo
- Cucumbers - 6 pieces
- Bell peppers - 12 pieces
- Carrots - 2 kilo
- Grapes - 2 kilos
- Apples - 30 pieces
- Mixed nuts - 1 kilo
- Olives - 1 kilo
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Salted crackers - 4 packs
- Tortilla chips - 4 bags
- Salsa sauce - 4 jars
- Mayonnaise - 1 jar
- Ketchup - 1 bottle
- Mustard - 1 jar
- Olive oil - 1 bottle
- Balsamic vinegar - 1 bottle
- Pepper - 1 grinder
- Salt - 1 pack
- Fresh basil - 4 bunches
- Mixed salad - 3 kilos
- Pasta salad - 4 kilo
- Potato salad - 3 kilos
- Quinoa salad - 2 kilos
- Chicken drumsticks - 4 kilo
- Vegetable pie - 4 pieces
- Vegetarian wraps - 20 pieces
- Sandwiches - 40 pieces
- Fruit dessert - 30 servings
- Brownies - 40 pieces
- Napkins - 100 pieces
- Tray liners - 2 rolls
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 6 rolls
- Trash bags - 3 rolls
- Dish soap - 2 bottles
- Sponges - 6 pieces
- Toilet paper - 24 rolls
- Hand soap - 4 bottles

Tips

Count tableware against the confirmed guest list, then add about 10% extra glasses, cups, plates and cutlery. A group of 20 therefore needs at least 22 of each frequently used item.
Allow two to three drinks per person for the first hour, then one drink per person for each additional hour. Put water jugs and glasses on the tables so the moderator does not need to interrupt the discussion.
Prepare one coffee cup per participant, plus two thermos flasks or equivalent coffee capacity for a group of 20. Buy tea, coffee, milk and sugar separately; these are often missed when the catering menu is planned.
Give every participant a pen and notepad, and prepare at least one spare set for every five people. Print the agenda and discussion questions before the event, rather than relying on a shared screen or last-minute printer access.
Prepare one name badge per participant and label table numbers, the registration desk, coat area and buffet. Set up flip charts with one fresh pad and several markers per discussion area, and check extension cords and power strips before equipment arrives.

Frequently asked questions

How many glasses do I need for a roundtable discussion?: Plan one water glass per participant and add 10% extra. If wine or another served drink is included, provide a separate wine glass for each person plus at least 10% spare glasses.
How much coffee should I buy for a roundtable meeting?: Allow two cups per participant for a meeting of up to three hours, with extra coffee available for longer sessions. For 20 participants, prepare at least 40 cups and enough milk, sugar and tea for the same number of servings.
What stationery is needed for a roundtable discussion?: Prepare one pen and one notepad per participant, plus one spare set for every five participants. Also have printed agendas, discussion questions, name badges, flip-chart pads and markers ready before registration opens.
When should I prepare the shopping list for a roundtable discussion?: Create the list as soon as registrations close and dietary requirements are collected, ideally at least 3 days before the event. Buy chilled drinks and fresh catering items no later than the day before, then chill the drinks before guests arrive.

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