What to bring to a seniors council meeting

Use this shopping list to prepare a seniors council meeting without last-minute errands. It covers refreshments, serving items, registration materials and the equipment needed for presentations. Plan quantities from the confirmed attendee list, then add a small buffer for walk-ins and spills. Check accessibility and dietary requirements before ordering food, because these details are easy to miss when the agenda and invitations take priority.

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What to bring

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

Furniture

Meeting tablesqty 6
Chairsqty 45
Buffet tablesqty 2
Reception desk
Coat racksqty 2
High tablesqty 3

Tableware

Coffee cupsqty 50
Tea glassesqty 50
Water glassesqty 50
Platesqty 50
Cutlery setsqty 50
Coffee spoonsqty 50
Serving plattersqty 8
Serving spoonsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 3
Cutting boardsqty 3
Bread knivesqty 3
Serving utensilsqty 8

Equipment

Laptop
Projector
Projection screen
Presentation clicker
Microphoneqty 2
Speakersqty 2
Extension cordsqty 4
Power stripsqty 4
Charging cablesqty 4

Office

Meeting agendasqty 45
Notepadsqty 45
Ballpoint pensqty 50
Name badgesqty 50
Participant listsqty 5
Tapeqty 3
Scissorsqty 2
Markersqty 2
Flip chart
Flip chart sheets
Presentation foldersqty 5

Decorations

Tablecloth setsqty 8
Name tent cardsqty 6
Direction signsqty 6

Cleaning

Waste binsqty 4
Washing-up basinsqty 2
Cleaning spongesqty 6
Microfiber clothsqty 8
Broom and dustpan

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 1 box
- Herbal tea - 1 box
- Sugar - 1 kilo
- Sweetener - 1 box
- Milk - 4 liters
- Oat milk - 2 liter
- Lemons - 6 pieces
- Spa Blauw - 6 bottles
- Spa Red - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Cola - 2 bottles
- Cola Zero - 2 bottles
- Ginger beer - 2 bottles
- Still mineral water - 6 bottles
- Sparkling mineral water - 4 bottles
- Wholemeal bread - 6 loaves
- White rolls - 50 pieces
- Whole wheat rolls - 30 pieces
- Butter - 500 grams
- Young cheese - 2 kilos
- Aged cheese - 1 kilo
- Chicken breast topping - 1 kilo
- Hummus - 6 tubs
- Jam - 3 jars
- Chocolate sprinkles - 2 packs
- Cucumbers - 6 pieces
- Tomatoes - 2 kilos
- Lettuce - 4 heads
- Chicken soup - 6 liters
- Vegetable soup - 6 liters
- Baguettes - 8 pieces
- Mixed salad - 5 kilos
- Potato salad - 4 kilos
- Pasta salad - 4 kilo
- Vegetarian quiche - 6 pieces
- Chicken quiche - 6 pieces
- Grapes - 3 kilos
- Apples - 40 pieces
- Bananas - 30 pieces
- Mandarins - 40 pieces
- Cookies - 5 packs
- Currant buns - 30 pieces
- Low-salt crackers - 4 packs
- Paprika chips - 3 bags
- Plain chips - 3 bags
- Mixed nuts - 2 bags
- Mayonnaise - 2 jars
- Mustard - 2 jars
- Ketchup - 2 bottles
- Olive oil - 1 bottle
- Pepper - 1 can
- Salt - 1 tin
- Paper napkins - 5 packs
- Paper towels - 4 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- Hand soap - 3 bottles
- Hand sanitizer - 3 bottles
- Aluminum foil - 2 rolls
- Cling film - 2 rolls

Tips

Plan one coffee or tea serving per attendee for a short meeting, plus 10% extra. Bring enough coffee cups, tea glasses, teaspoons and thermos flasks so the refreshment table does not need constant washing.
Allow two small snack portions per person and add 10% for late arrivals. Include plates, serving platters, serving spoons and cutting boards if snacks need to be portioned on site.
Set out one water glass per attendee and keep chilled water available throughout the meeting. A cooler is useful when there is no refrigerator near the meeting room.
Prepare one name badge for every registered participant, speaker and organiser, plus 5 blank badges for changes on the day. Keep the printed participant list at the reception desk rather than on the presentation table.
Check the presentation setup at least 24 hours before the meeting. Test the laptop, projector, projection screen, microphone, speakers, presentation clicker, extension cords, power strips and charging cables together—not separately.

Frequently asked questions

What refreshments do I need for a seniors council meeting?: For a meeting of up to two hours, plan one coffee or tea serving and one or two snack portions per person, plus 10% extra. Provide water for every attendee and confirm dietary requirements before placing the catering order.
How many name badges should I prepare for a seniors council meeting?: Prepare one badge for each registered participant, speaker and organiser, then add 5 blank badges for replacements or walk-ins. Print the participant list 1 day before the meeting, after registrations have closed.
What equipment is needed for presentations at a council meeting?: Bring a laptop, projector, projection screen and presentation clicker, along with a microphone and speakers when the room requires amplification. Pack extension cords, power strips and charging cables, and test everything at least 24 hours beforehand.
How much tableware is needed for the meeting?: Start with one cup or glass, one plate and one cutlery set per expected attendee, then add 10% extra. Include coffee spoons and serving utensils, especially if refreshments will remain available throughout the meeting.

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