What you need for a sounding board meeting

A sounding board meeting needs more than coffee and a meeting room. You will need materials for every participant, reliable presentation equipment, and enough tableware for the catering and refreshment breaks. Plan quantities from the final participant list, then add a small buffer so late registrations or extra servings do not disrupt the meeting. The list below covers the practical items to buy, borrow, or arrange before the venue opens.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 36
Buffet tablesqty 2
Coat racksqty 2

Tableware

Dinner platesqty 36
Dessert platesqty 36
Coffee cupsqty 36
Glassesqty 48
Mugsqty 36
Dinner cutlery setsqty 36
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3

Equipment

Laptop
Projector
Projection screen
Microphoneqty 2
Speakersqty 2
Extension cordsqty 4
Power stripsqty 4

Materials

Name badgesqty 36
Notepadsqty 36
Ballpoint pensqty 40
A4 printing paper
Flip chart
Flip chart sheetsqty 2
Markersqty 12
Sticky notesqty 6
Ballotsqty 120
Pen holdersqty 4

Decorations

Tableclothsqty 10
Table signsqty 8

Lighting

LED lampsqty 4

Cleaning

Waste binsqty 4
Trash bagsqty 30
Cleaning clothsqty 12
Washing-up basinsqty 2

Catering

Groceries
- Coffee - 3 packs
- Tea - 2 boxes
- Decaf coffee - 1 pack
- Sugar - 1 kilo
- Mints - 1 box
- Semi-skimmed milk - 5 liters
- Oat milk - 2 liter
- Lemons - 6 pieces
- Still mineral water - 6 bottles
- Sparkling mineral water - 4 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Apple juice - 3 packs
- Orange juice - 4 cartons
- Cucumbers - 6 pieces
- Cherry tomatoes - 2 kilos
- Carrots - 2 kilo
- Bell peppers - 12 pieces
- Grapes - 3 kilos
- Apples - 36 pieces
- Bananas - 24 pieces
- Hummus - 6 tubs
- Herb cream cheese - 4 tubs
- Mixed nuts - 1.5 kilos
- Plain chips - 4 bags
- Paprika chips - 4 bags
- Snacks - 3 bags
- Whole grain bread - 8 loaves
- White rolls - 48 pieces
- Wraps - 36 pieces
- Young cheese - 2 kilos
- Aged cheese - 1.5 kilos
- Hummus wrap filling - 3 kilos
- Chicken breast slices - 1.5 kilos
- Cucumber salad - 2 kilos
- Mixed green salad - 4 kilos
- Cherry tomato salad - 2 kilos
- Pasta salad - 4 kilo
- Rice salad - 3 kilos
- Vegetarian quiche - 6 pieces
- Chicken quiche - 6 pieces
- Lentil salad - 3 kilo
- Mayonnaise - 1 jar
- Yogurt dressing - 2 bottles
- Balsamic dressing - 1 bottle
- Ketchup - 1 bottle
- Mustard - 1 jar
- Pepper - 1 can
- Salt - 1 tin
- Paprika powder - 1 jar
- Olive oil - 1 bottle
- Fresh fruit pastry - 36 pieces
- Dark chocolate - 4 bars
- Milk chocolate - 4 bars
- Cookies - 6 packs
- Napkins - 200 pieces
- Paper plates - 50 pieces
- Parchment paper - 1 roll
- Cling film - 1 roll
- Aluminum foil - 1 roll
- Storage containers - 20 pieces
- Dish soap - 1 bottle
- All-purpose cleaner - 1 bottle
- Paper towels - 6 rolls
- Toilet paper - 2 packs
- Hand soap - 2 bottles
- Hand sanitizer - 2 bottles
- Trash bags - 30 pieces

Tips

Prepare one name badge, notepad, and ballpoint pen per participant, then add 5–10% extra for late arrivals or damaged badges.
For a half-day meeting, allow at least two coffee or tea servings per person. Arrange extra cups, mugs, and glasses if refreshments are available throughout the session.
Check the presentation setup at least 60 minutes before participants arrive. Test the laptop, projector, screen, microphone, speakers, extension cords, and power strips together.
Set up the information table with the final participant list, spare name badges, and printed materials before opening the venue. Keep at least 10 blank badges available for changes.
Buy or arrange catering from the confirmed registration numbers, including dietary requirements. Recheck those requirements 2–3 days before the meeting so the caterer can adjust portions.

Frequently asked questions

How much coffee and tea do I need for a sounding board meeting?: Plan for at least two servings per person for a half-day meeting, plus 10% extra. Provide enough coffee cups, mugs, kettles or coffee machines, and thermos flasks to keep service moving during the break.
How many name badges and notepads should I prepare?: Prepare one name badge and one notepad per confirmed participant, then add 5–10% spare supplies. For 40 participants, that means 42–44 badges and notepads.
When should I test the presentation equipment?: Test the laptop, projector, screen, microphone, speakers, extension cords, and power strips at least 60 minutes before opening the venue. Keep 15 minutes available to replace a cable or change the setup.
How much catering should I order for the meeting?: Order for the final participant count and include every recorded dietary requirement. Confirm the numbers and dietary information with the caterer 2–3 days before the meeting, then add about 5–10% extra portions if the supplier allows it.

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