What to buy and bring for a shopping day

A shopping day needs more than groceries. You also need a clear registration point, presentation equipment, serving items and a way to keep chilled products cold until they are used. Plan quantities from the participant list, then add a small buffer for late registrations and spills. Buy or reserve disposable items, coffee supplies and signage early; these are easy to overlook and difficult to replace on the event day.

Organize this event for free with Lizzt

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
- Coffee beans - 2 kilograms
- Tea bags - 100 pieces
- Sugar sticks - 100 pieces
- Milk - 6 liters
- Oat milk - 4 liters
- Still mineral water - 48 bottles
- Sparkling mineral water - 24 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Sinas - 6 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Non-alcoholic beer - 24 bottles
- Beer - 72 bottles
- White wine - 8 bottles
- Red wine - 6 bottles
- Rosé - 4 bottles
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Mixed snacks - 3 kilograms
- Snack nuts - 2 kilogram
- Olives - 6 jars
- Grapes - 4 kilograms
- Apples - 40 pieces
- Mini cucumbers - 3 kilograms
- Carrots - 3 kilograms
- Hummus - 8 tubs
- Baguettes - 12 pieces
- Butter - 1 kilogram
- Herb cream cheese - 8 tubs
- Mild cheese - 3 kilograms
- Cooked ham - 2 kilograms
- Smoked chicken breast - 2 kilograms
- Vegetarian slices - 2 kilograms
- Tomato soup - 8 liters
- Vegetable soup - 8 liters
- Wraps - 60 pieces
- Mixed lettuce - 4 kilograms
- Cherry tomatoes - 3 kilograms
- Cucumbers - 10 pieces
- Bell peppers - 10 pieces
- Feta cheese - 1.5 kilograms
- Chickpeas - 8 cans
- Olive oil - 2 bottles
- Balsamic vinegar - 2 bottles
- Dressing - 4 bottles
- Herb mix - 4 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Napkins - 300 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- Hand soap - 4 bottles
- Cleaning wipes - 4 packs

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

Plan 2–3 drinks per person for the first hour, then add 1 drink per person for each additional hour. Separate chilled drinks before shopping so they can go straight into coolers on arrival.
Count one plate, one cutlery set, one water glass and one coffee cup per registered participant, plus 10% extra. If wine is served, add at least one wine glass per guest rather than relying on shared glassware.
Reserve coffee machines, kettles and thermos flasks at least 7 days ahead when they are not already available at the venue. Bring enough coffee, tea, milk and sugar for the full schedule, including registration and breaks.
Check the presentation kit 2–3 days before shopping day: laptops, projector, screen, HDMI cables, extension cords, power strips, clicker and wireless microphone. Pack one spare HDMI cable and test the room connection before guests arrive.
Keep a separate arrival box with name badges, purchasing folders, signage, markers and serving utensils. Put refrigerated groceries into coolers immediately after delivery and check them before setting out food.

Frequently asked questions

How much food and drink do I need for a shopping day?: Use the confirmed participant count as your base and add 10% for food, tableware and non-alcoholic drinks. For drinks, plan 2–3 per person in the first hour, then 1 per person for every extra hour.
How many plates and glasses should I buy for a shopping day?: Plan one plate, one cutlery set, one water glass and one coffee cup per participant, plus 10% extra. Add one wine glass per guest if wine is being served.
When should I buy or reserve equipment for a shopping day?: Reserve coffee machines, kettles, coolers and presentation equipment at least 7 days in advance. Check cables, power strips and the projector 2–3 days before the event.
What should I do with chilled groceries when they arrive?: Check the delivery immediately, then move refrigerated items into coolers as soon as they arrive. Do this before setting up tables or presentation materials, so food is not left at room temperature.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.