What you need for a sounding board meeting

A sounding board meeting needs more than chairs and coffee. You will need registration supplies, name badges, discussion materials, presentation equipment, drinks and snacks, with enough tableware for everyone attending. Plan quantities from the confirmed participant list, then add a small reserve for late arrivals or spills. Dietary labels and working cables are easy to overlook, so check them before shopping and again before leaving for the venue.

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What to bring

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

Furniture

Tablesqty 6
Chairsqty 36
Registration desk
Clothing rack
Tableclothqty 6

Equipment

Laptop
Projector
Projection screen
HDMI cableqty 2
Extension cordqty 3
Power stripqty 3
Portable speaker

Presentation

Flip chartqty 2
Flip chart paperqty 4
Whiteboard
Whiteboard markersqty 8
Sticky notesqty 6
Ballpoint pensqty 40
Name badgesqty 40
Clipboardsqty 6

Tableware

Coffee cupsqty 40
Drinking glassesqty 40
Platesqty 40
Cutlery setsqty 40
Water jugsqty 6

Kitchen

Coffee makerqty 2
Thermos flasksqty 4
Serving traysqty 6
Serving tongsqty 4

Cleaning

Waste binsqty 3
Cleaning clothsqty 8
Washing-up bowlsqty 2

Catering

Groceries
- Coffee - 3 packs
- Black tea - 2 boxes
- Herbal tea - 1 box
- Semi-skimmed milk - 5 liters
- Oat milk - 2 liter
- Sugar - 1 kilo
- Sweetener - 1 box
- Still mineral water - 12 bottles
- Sparkling mineral water - 12 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Orange juice - 6 liters
- Apple juice - 4 liter
- Lemons - 8 pieces
- Coffee pastries - 40 pieces
- Baguettes - 8 pieces
- Mini rolls - 60 pcs
- Butter - 500 grams
- Young cheese - 1,5 kilo
- Aged cheese - 1 kilo
- Back ham - 1 kilo
- Smoked chicken breast - 1 kilo
- Hummus - 1 kilo
- Cream cheese - 750 grams
- Peanut butter - 1 jar
- Mixed green lettuce - 2 kilos
- Cucumbers - 8 pieces
- Cherry tomatoes - 2 kilos
- Bell peppers - 12 pieces
- Red onions - 8 pieces
- Olive oil - 1 liter
- Balsamic vinegar - 1 bottle
- Salt - 1 pack
- Black pepper - 1 jar
- Mayonnaise - 1 jar
- Mustard - 1 jar
- Ketchup - 1 bottle
- Paprika chips - 3 bags
- Plain chips - 3 bags
- Mixed nuts - 1.5 kilos
- Grapes - 2 kilos
- Apples - 30 pieces
- Bananas - 20 pieces
- Brownies - 40 pieces
- Cookies - 4 packs
- Diet meals - 4 pieces
- Diet desserts - 4 pieces
- Paper napkins - 4 packs
- Paper towels - 4 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- Hand soap - 2 dispensers

Tips

Plan coffee, tea and water for the full meeting rather than only the arrival period. As a starting point, allow two cups of hot drinks and at least 500 ml of water per participant, then add extra for a meeting lasting several hours.
Buy snacks according to the confirmed registrations and dietary requirements. Provide at least two snack portions per person and label special-diet options before placing them on the buffet table.
Prepare one name badge and one pen per participant, plus 10% extra. Put the badges at the registration desk so people can find them quickly instead of writing names during the first discussion.
Match printed materials, clipboards and pens to the participant list, adding a few spare sets for facilitators or late arrivals. Bring enough sticky notes and flip-chart paper for every discussion group, not just the plenary session.
Test the laptop, projector, screen, HDMI cable, extension cord and power strip together at least one day before the meeting. Pack a spare connection option if the laptop and venue equipment do not use the same port.

Frequently asked questions

How much food and drink do I need for a sounding board meeting?: For a meeting of several hours, plan at least 500 ml of water and two hot drinks per participant. Provide two snack portions per person, with additional portions for confirmed dietary requirements and a small reserve.
How many name badges and pens should I buy?: Prepare one name badge and one pen per confirmed participant, plus around 10% extra. For 30 participants, that means 33 badges and pens.
When should I buy snacks and chill the drinks?: Buy shelf-stable snacks and drinks several days in advance, after registrations and dietary requirements are confirmed. Chill drinks on the day before or on the morning of the meeting, depending on your storage space.
What presentation equipment do I need for a sounding board meeting?: Bring a laptop, projector, projection screen, HDMI cable, extension cord and power strip, plus a portable speaker if audio is needed. Test the complete setup at least one day before the meeting and pack the discussion materials at the same time.

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