Shopping Day Checklist

A shopping day needs more than a guest list and a few tables. You need a clear registration process, confirmed suppliers, presentation spaces, purchasing paperwork and a realistic schedule for deliveries and setup. Plan the operational details early, then leave enough time on the day to check groceries, chill refrigerated items and arrange the counters. This checklist follows the work from the first participant details through the final room setup, so responsibilities and deadlines are clear.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Create the participant list
Send invitations
Process registrations
Collect dietary requirements
Confirm suppliers
Reserve meeting rooms
Set the schedule and times
2 people
Collect supplier information
2 people
Set up presentation spaces
2 people
Design name badges
Prepare purchase forms
Communicate route and parking
Confirm registrations again
Check the shopping list
2 people
Do the shopping
2 people
Receive deliveries
2 people
Check groceries
2 people
Chill refrigerated items
2 people
Sort name tags
Prepare purchasing folders
2 people
Set up tables
3 people
Set up chairs
3 people
Set up supplier counters
4 people
Set out presentation materials
2 people
Hang up signage
2 people
Set up registration desk
2 people
Prepare coffee and tea
2 people
Set out snacks
2 people
Test the equipment
2 people

Event

Receive participants
3 people
Hand out name badges
2 people
Explain the program
Welcome suppliers
2 people
Facilitate presentations
2 people
Refill coffee and tea
Refill snacks
2 people
Collect purchasing requests
2 people
Refill drinks
2 people
Serving the dinner buffet
4 people
Clear away dishes
2 people
Collect supplier materials
2 people
See off the last participants
2 people

Aftercare

Collect waste
3 people
Clear tables and chairs
4 people
Wash dishes
3 people
Clean rooms
3 people
Switch off equipment
2 people
Return supplier materials
2 people
Store leftover stock
2 people
Bundle expenses and receipts

What to bring

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

Furniture

Tablesqty 12
Chairsqty 50
Registration desk
High tablesqty 6
Tableclothqty 12

Equipment

Laptopsqty 4
Projectorqty 2
Projection screenqty 2
HDMI cablesqty 4
Extension cordsqty 6
Power stripsqty 6
Flip chartsqty 4
Flipchart markersqty 16
Wireless microphoneqty 2
Presentation clickerqty 2

Tableware

Coffee cupsqty 50
Water glassesqty 60
Wine glassesqty 50
Platesqty 60
Soup bowlsqty 50
Cutlery setsqty 60
Serving spoonsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving plattersqty 10
Serving traysqty 8
Serving tongsqty 8

Catering

Purchasing foldersqty 45
Name badgesqty 50
Pensqty 60
Notepadsqty 50
Badge holdersqty 50
Groceries

Decorations

Welcome sign
Wayfinding signsqty 8
Table numbersqty 12
Flower arrangementsqty 6
Desk standsqty 12

Lighting

Mood lightingqty 4

Cleaning

Bucketsqty 3
Broom setsqty 2
Mopsqty 3
Rubber glovesqty 6
Towelsqty 12

Tips

Set the schedule before confirming suppliers and rooms. Include separate time blocks for registration, presentations, shopping, deliveries, setup and closing, rather than treating setup as a single one-hour task.
Confirm dietary requirements before finalizing the shopping list. Send the collected information to the person buying or receiving the groceries at least 3–5 days before the shopping day.
Check technical equipment when you set up the presentation spaces. Test the projector, screen, HDMI cables, laptops, microphone and clicker together, and keep extension cords and power strips nearby.
Plan the cold chain as soon as deliveries are expected. Check the groceries on arrival, separate refrigerated items immediately and use coolers or refrigerators so chilled food is not left at room temperature during setup.
Prepare registration and purchasing materials in separate, labeled folders. Keep name tags, registration details, purchase forms and supplier information at the registration desk so people do not have to search during the first 30 minutes.

Frequently asked questions

How far in advance should I organize a shopping day?: Start the participant list, invitations and room reservations at least 3–4 weeks beforehand. Confirm registrations, dietary requirements and suppliers during the final 7 days.
When should I check the shopping list for a shopping day?: Do a first check when registrations and dietary requirements are processed, then review the complete list 2–3 days before shopping. Check quantities again when groceries arrive.
How much time do I need to set up a shopping day?: Allow at least 2 hours for tables, chairs, supplier counters, signage, presentation equipment and registration materials. Add extra time if deliveries arrive during setup or several presentation spaces must be tested.
What should I prepare the day before a shopping day?: Prepare name badges, purchasing folders, forms, signage and presentation materials the day before. Also confirm supplier arrival times, the route and parking instructions, and which refrigerated items need immediate chilling.

Start this plan in Lizzt

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