What you need for a shareholders' meeting

A shareholders' meeting needs more than printed agendas and a projector. You need a clear registration point, enough seating and tableware, working presentation equipment, and drinks and catering that can be served without delays. Plan quantities from the expected attendance, then add a small buffer for late arrivals and replacements. This shopping list covers the practical supplies to have ready before the meeting room opens, including voting materials, name badges, coffee service and AV equipment.

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What to bring

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

Furniture

Meeting tablesqty 8
Chairsqty 60
Registration desk
Speaker table
Coat rackqty 2

Tableware

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

Equipment

Laptop
Projector
Projection screen
Wireless microphoneqty 2
Speakersqty 2
Extension cordsqty 4
Power stripsqty 4
HDMI cableqty 2
Ballot boxqty 2
Calculatorqty 2

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving traysqty 6
Serving spoonsqty 8
Cutting boardsqty 2
Bread knivesqty 2
Coolersqty 3

Decorations

Table runnersqty 8
Name badge holdersqty 60
Table numbersqty 8

Lighting

Desk lampsqty 4

Cleaning

Waste binsqty 4
Cleaning clothsqty 12

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 1 box
- Herbal tea - 1 box
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 2 liter
- Spa Blauw - 6 bottles
- Spa Red - 4 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Apple juice - 3 liters
- Orange juice - 3 liters
- Red wine - 8 bottles
- White wine - 6 bottles
- Alcohol-free beer - 12 bottles
- Beer - 24 bottles
- Baguettes - 12 pieces
- Mini sandwiches - 80 pieces
- Young cheese - 2 kilos
- Brie - 1 kilo
- Ham - 1,5 kilo
- Smoked chicken breast - 1 kilo
- Hummus - 1 kilo
- Cream cheese - 750 grams
- Butter - 500 grams
- Herb butter - 500 grams
- Cucumber - 4 pieces
- Tomatoes - 2 kilos
- Mixed salad - 2 kilos
- Bell pepper - 1 kilo
- Red onion - 500 grams
- Olives - 2 jars
- Feta - 750 gram
- Salad dressing - 3 bottles
- Quiche - 8 pieces
- Vegetarian quiche - 4 pieces
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Mixed nuts - 2 kilos
- Grapes - 3 kilos
- Apples - 30 pieces
- Cookies - 4 packs
- Chocolate - 2 kilos
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Mustard - 1 jar
- Ice cubes - 8 bags
- Napkins - 200 pieces
- Coffee filters - 2 packs
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Garbage bags - 30 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Hand soap - 4 bottles
- Paper towels - 6 packs
- Labels - 2 packs
- Pens - 60 pcs
- Paper cups - 100 pieces

Tips

Prepare 10–15% more printed meeting documents, voting forms and name badges than the number of confirmed attendees. This covers late registrations, damaged copies and people who need an extra set.
For a two-hour meeting, allow at least 500 ml of water per person, plus coffee or tea for one serving at arrival and another during a break. Chill drinks several hours before guests arrive.
Use one registration desk and place name badges, attendance records and authorisation checks there. Set it up 30–45 minutes before the scheduled start so registration does not delay the meeting.
Test the laptop, projector, screen, HDMI cable, speakers and wireless microphone at least 60 minutes before opening. Bring extension cords and power strips, and keep one compatible connection option available.
Count tableware for the full attendance plus 10%: coffee cups, water glasses, plates, forks, knives and spoons. Put serving trays, serving spoons, cutting boards and bread knives with the catering setup rather than at registration.

Frequently asked questions

What should I buy for a shareholders' meeting?: Prepare printed agendas and meeting documents, voting forms, name badges, attendance materials, drinks, catering supplies and tableware. You will also need a laptop, projector, screen, microphone, speakers, HDMI cable, extension cords and power strips.
How many printed documents do I need for a shareholders' meeting?: Print one complete document pack per confirmed attendee, plus 10–15% extra. For 80 attendees, prepare 88–92 packs so late registrations and replacement copies are covered.
How much water and coffee do I need per shareholder?: Allow 500 ml of water per person for a meeting of about two hours, with one coffee or tea on arrival and another during a break. For 50 people, that means at least 25 litres of water and around 100 hot drinks.
When should I set up the shareholders' meeting equipment?: Start the room and registration setup 60–90 minutes before the meeting, then test the presentation and microphone at least 60 minutes before doors open. Put chilled drinks out shortly before registration begins.

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