What you need for a Senior Theme Meeting

A Senior Theme Meeting needs more than coffee, chairs and a projector. Plan the room setup, meal service and presentation equipment together so the day runs smoothly for older attendees and speakers. Count tableware by participant, then add a small reserve for breakage and late arrivals. Check technical connections at least one day before the meeting, especially HDMI cables, microphones and power supplies. This list helps you buy or bring the practical items that are easy to overlook.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 55
Tableclothsqty 8
Speaker table

Tableware

Dinner platesqty 60
Dessert platesqty 60
Coffee cupsqty 60
Water glassesqty 60
Wine glassesqty 60
Knivesqty 60
Forksqty 60
Spoonsqty 60
Coffee spoonsqty 60
Serving spoonsqty 10

Kitchen

Thermos flasksqty 8
Water jugsqty 8
Serving plattersqty 12
Serving traysqty 6
Soup bowlsqty 60
Soup kettlesqty 3

Equipment

Laptop
Projector
Projection screen
Wireless microphonesqty 2
Active speakersqty 2
Extension cordsqty 4
Power stripsqty 4
HDMI cablesqty 2
Presentation clicker
Power banksqty 2

Decorations

Name badgesqty 60
Badge holdersqty 60
Welcome sign
Flower arrangementsqty 4
Table numbersqty 8

Lighting

Table lampsqty 8

Cleaning

Waste binsqty 6
Vacuum cleaner
Mop set
Cleaning clothsqty 12

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Chocolate milk - 4 liters
- Semi-skimmed milk - 8 liters
- Oat milk - 3 liters
- Sugar - 2 packs
- Sweeteners - 2 boxes
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Alcohol-free beer - 2 crates
- Beer - 2 crates
- White wine - 8 bottles
- Red wine - 6 bottles
- Spa Blauw - 6 bottles
- Spa Red - 4 bottles
- Lemons - 8 pieces
- Cucumbers - 6 pieces
- Cherry tomatoes - 2 kilos
- Mixed salad - 2 kilos
- Carrots - 2 kilo
- Bell peppers - 12 pieces
- Onions - 2 kilos
- Garlic - 4 bulbs
- Potatoes - 8 kilos
- Soup vegetables - 3 kilo
- Vegetable soup - 12 liters
- Tomato soup - 12 liters
- Whole grain bread - 8 loaves
- White bread - 5 loaves
- Mini buns - 80 pieces
- Butter - 1 kilo
- Young cheese - 2 kilos
- Aged cheese - 2 kilo
- Back ham - 1.5 kilos
- Chicken breast slices - 1.5 kilos
- Hummus - 1.5 kilos
- Egg salad - 1.5 kilos
- Mayonnaise - 1 bottle
- Mustard - 2 jars
- Ketchup - 1 bottle
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Fresh parsley - 4 bunches
- Herb butter - 4 tubs
- Grapes - 3 kilos
- Apples - 40 pieces
- Bananas - 30 pieces
- Mandarins - 3 kilo
- Currant buns - 40 pieces
- Cookies - 6 packs
- Cake - 4 pieces
- Plain chips - 4 bags
- Paprika chips - 4 bags
- Mixed nuts - 2 kilos
- Olives - 4 jars
- Paper napkins - 300 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 8 rolls
- Trash bags - 3 rolls
- Dish soap - 2 bottles
- Dishwasher tablets - 1 box
- Hand soap - 4 bottles
- Toilet paper - 24 rolls

Tips

Count plates, cups and glasses for every attendee, then add 10% extra. A group of 40 therefore needs at least 44 of each frequently used item, including coffee cups and water glasses.
Plan one water glass per person for each session, plus water jugs that can be refilled during the day. Put the jugs where attendees can reach them without crossing the presentation area.
For a catered lunch or dinner, match serving platters, trays, serving spoons and soup equipment to the menu. If soup is served, allow one soup bowl and spoon per person and check that the soup kettles can stay hot for the full serving period.
Test the laptop, projector, projection screen, active speakers and wireless microphones together at least 24 hours before the meeting. Bring the correct HDMI cable, a presentation clicker and two power banks rather than discovering a missing connection when the program starts.
Count tables and chairs from the confirmed participant list, not the registration estimate. Set aside one speaker table and keep at least two spare chairs available for late registrations or support staff.

Frequently asked questions

How many plates and glasses do I need for a Senior Theme Meeting?: Plan one dinner plate, dessert plate, water glass and coffee cup per attendee, then add 10% extra. For 40 attendees, prepare at least 44 of each item; add wine glasses only if wine is on the menu.
What presentation equipment is needed for a Senior Theme Meeting?: Bring a laptop, projector, projection screen, wireless microphones, active speakers, a presentation clicker and the required HDMI cables. Test the complete setup at least 24 hours beforehand and bring spare power options.
How much extra tableware should I buy for the meeting?: A 10% reserve covers late arrivals, breakage and items used twice during the day. For 50 attendees, that means preparing 55 plates, cups and glasses wherever the item is used by everyone.
When should I check the shopping and equipment list?: Complete the shopping check at least 3 days before the meeting, so missing catering or tableware can still be replaced. Test all presentation equipment 24 hours before opening the venue.

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