What you need for a shareholders conference

A shareholders conference needs more than chairs and coffee. You also need a clear registration setup, voting materials, printed documents and reliable presentation equipment. Use the guest list and agenda to calculate quantities before you shop: plan one chair and one document folder per attendee, plus extra supplies for late arrivals. This checklist covers the practical items that are easy to overlook, from spare HDMI cables to enough serving utensils and chilled drinks.

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What to bring

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

Furniture

Chairsqty 90
Tablesqty 14
Stage table
Registration deskqty 2
Buffet tablesqty 4
Stoolsqty 8

Equipment

Projector
Projection screen
Laptopqty 2
Wireless microphonesqty 3
Microphone stand
Speakersqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
HDMI cablesqty 3
Presentation clickerqty 2
Wi-Fi router

Tableware

Water glassesqty 100
Wine glassesqty 100
Coffee cupsqty 90
Dinner platesqty 100
Dessert platesqty 100
Knivesqty 100
Forksqty 100
Spoonsqty 100
Serving spoonsqty 12

Kitchen

Coffee machinesqty 2
Thermos flasksqty 8
Coolersqty 4
Serving plattersqty 12
Serving tongsqty 8
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Containers with lidsqty 12

Decorations

Tableclothsqty 14
Name badge holdersqty 90
Route signsqty 8
Ballot boxesqty 2
Flip chartsqty 2
Flip chart paperqty 2
Markersqty 12
Pensqty 100

Cleaning

Waste binsqty 8

Lighting

Standing lampsqty 4

Catering

Groceries
- Coffee beans - 2 kilograms
- Tea bags - 150 pieces
- Black tea - 50 bags
- Herbal tea - 50 bags
- Milk - 8 liters
- Oat milk - 4 liters
- Coffee cream - 100 cups
- White sugar - 1 kilogram
- Sweetener - 1 box
- Stirrers - 150 pieces
- Still water - 90 bottles
- Sparkling water - 60 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Tonic - 6 bottles
- Apple juice - 8 liters
- Orange juice - 8 liters
- Non-alcoholic beer - 24 bottles
- Pilsner - 72 bottles
- Dry white wine - 18 bottles
- Rosé wine - 12 bottles
- Red wine - 12 bottles
- Bubbles - 6 bottles
- Ice cubes - 15 kilograms
- Baguettes - 18 pieces
- Mini bake-off rolls - 100 pieces
- Whole grain bread - 8 loaves
- Butter - 1 kilogram
- Cream cheese - 2 kilograms
- Hummus - 2 kilograms
- Herb butter - 1 kilogram
- Mild cheese - 3 kilograms
- Brie - 2 kilograms
- Goat cheese - 1 kilogram
- Ham - 2 kilograms
- Smoked chicken breast - 2 kilograms
- Smoked salmon - 1.5 kilogram
- Falafel - 2 kilograms
- Chickpeas - 10 cans
- Mixed lettuce - 6 kilograms
- Cucumbers - 12 pieces
- Cherry tomatoes - 5 kilo
- Bell peppers - 20 pieces
- Red onions - 3 kilogram
- Carrots - 3 kilogram
- Grapes - 5 kilograms
- Apples - 50 pieces
- Pears - 40 pieces
- Melons - 4 pieces
- Strawberries - 3 kilograms
- Pasta - 6 kilograms
- Pesto - 2 kilograms
- Tomato sauce - 6 liters
- Olive oil - 2 liters
- Balsamic vinegar - 1 liter
- Mayonnaise - 2 liter
- Ketchup - 2 liters
- Mustard - 1 liter
- Yogurt dressing - 2 liters
- Vinaigrette - 2 liters
- Salt - 500 grams
- Black pepper - 250 grams
- Italian herbs - 2 jars
- Garlic - 6 bulbs
- Baguette croutons - 1 kilogram
- Vegetable broth - 2 liters
- Lentils - 3 kilogram
- Rice - 5 kilograms
- Potato salad - 6 kilogram
- Pasta salad - 6 kilogram
- Vegetable dish - 8 kilograms
- Chicken breast - 8 kilogram
- Vegetarian burgers - 40 pieces
- Hot meal sauce - 6 liters
- Potato croquettes - 6 kilograms
- Mini quiches - 100 pieces
- Mini sandwiches - 100 pieces
- Olives - 2 kilograms
- Mixed nuts - 2 kilograms
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Salty sticks - 4 bags
- Bitterballen - 200 pieces
- Vegetarian bitterballen - 100 pieces
- Apple pie - 6 pieces
- Brownies - 100 pieces
- Petit fours - 100 pieces
- Whipped cream - 2 liters
- Fresh fruit for dessert - 6 kilograms
- Gluten-free sandwiches - 12 pieces
- Vegan spread - 1 kilogram
- Vegan desserts - 12 pieces
- Allergen cards - 30 pieces
- Paper napkins - 300 pieces
- Paper towels - 6 rolls
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- Hand soap - 4 bottles
- Toilet paper - 24 rolls
- Paper towels - 12 rolls

Tips

Prepare one document folder, name card and voting card for every registered attendee, then print at least 5% extra for replacements and late registrations.
Set up one registration desk with the updated participant list, spare pens and clearly separated proxy or voting forms. Keep 10% more forms than the number of expected voters.
For a half-day conference, allow around 1 litre of water per person and 2 to 3 coffee servings per person. Chill drinks before guests arrive and keep a reserve in coolers.
Test the laptop, projector, screen, microphones, speakers, mixer and presentation clicker at least 60 minutes before registration opens. Bring one spare HDMI cable and use power strips and extension cords where needed.
Count tableware by place setting: one dinner plate, dessert plate, knife, fork, spoon and coffee cup per guest, with 10% extra. Add serving spoons and enough glasses for both water and any planned drinks.

Frequently asked questions

What should I buy for a shareholders conference?: Plan for seating, registration furniture, printed reports and voting materials, presentation equipment, tableware, coffee supplies and chilled drinks. Buy or prepare one complete place setting and document folder per attendee, plus 5–10% spare items.
How many chairs do I need for a shareholders meeting?: Provide one chair for every registered shareholder, guest and speaker. Add at least 5% extra chairs if the room allows, especially when registrations remain open until the event date.
How much coffee and water do I need for a shareholders conference?: For a half-day meeting, budget 2 to 3 coffee servings and about 1 litre of water per person. Add 10% extra cups and glasses so late arrivals and replacements do not disrupt service.
What presentation equipment is needed for a shareholders conference?: Prepare a laptop, projector, projection screen, presentation clicker, microphones, speakers and mixer. Test everything at least 60 minutes before the start and keep a spare HDMI cable available.

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