What to Buy for a Staff Meeting
A staff meeting needs more than coffee and a projector. Plan supplies for registration, presentations, refreshments, and the dinner buffet, with quantities based on your final participant list. For a half-day meeting, allow about two cups of coffee or tea per person, one bottle of water per person, and extra stationery for last-minute notes. Check dietary requirements before shopping, and keep chilled drinks and perishable food refrigerated until setup.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Meeting tablesqty 8
- Chairsqty 55
- Buffet tablesqty 3
- Registration desk
Tableware
- Dinner platesqty 60
- Dessert platesqty 60
- Coffee cupsqty 60
- Water glassesqty 60
- Wine glassesqty 60
- Coffee spoonsqty 60
- Dinner cutleryqty 60
Equipment
- Laptop
- Projector
- Projection screen
- Speakersqty 2
- Wireless microphone
- Power stripsqty 4
- Extension cordsqty 4
- HDMI cableqty 2
Kitchen
- Coffee makerqty 2
- Kettlesqty 2
- Hot drink urnsqty 4
- Serving spoonsqty 8
- Cutting boardsqty 3
- Chef’s knives and bread knivesqty 4
- Coolersqty 4
Decorations
- Tablecloth setsqty 8
- Name badge holdersqty 55
- Name badgesqty 60
- Flip chartsqty 2
- Markersqty 12
- Notepadsqty 55
- Ballpoint pensqty 60
Cleaning
- Waste binsqty 6
- Waste sorting binsqty 3
- Cleaning bucketqty 2
- Mop setsqty 2
- Broom and dustpanqty 2
Catering
- Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Tea assortment - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Mints - 1 box
- Milk - 6 liters
- Oat milk - 3 liters
- Lemons - 8 pieces
- Spa Blue - 48 bottles
- Spa Rood - 24 small bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Sinas - 6 bottles
- Tonic - 6 bottles
- Beer - 72 bottles
- Non-alcoholic beer - 24 bottles
- White wine - 8 bottles
- Red wine - 6 bottles
- Rosé - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Baguettes - 12 pieces
- Wholemeal bread - 6 loaves
- Butter - 1 kilo
- Hummus - 6 tubs
- Cream cheese - 6 tubs
- Young cheese - 2 kilos
- Back ham - 1.5 kilos
- Smoked chicken breast - 1 kilo
- Cucumbers - 8 pieces
- Tomatoes - 2 kilos
- Arugula - 6 bags
- Mixed Salads - 6 bags
- Cherry tomatoes - 2 kilos
- Grapes - 3 kilos
- Apples - 50 pieces
- Bananas - 30 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Party nuts - 3 kilo
- Olives - 6 jars
- Crackers - 6 packs
- Herb cream cheese - 6 tubs
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pepper - 1 jar
- Salt - 1 pack
- Olive oil - 1 bottle
- Balsamic vinegar - 1 bottle
- Pasta - 5 kilos
- Rice - 3 kilos
- Tomato sauce - 8 jars
- Vegetable stock - 2 boxes
- Chicken breast - 5 kilos
- Vegetarian burgers - 20 pieces
- Bell peppers - 20 pieces
- Onions - 3 kilos
- Mushrooms - 3 kilo
- Zucchini - 8 pieces
- Garlic - 6 bulbs
- Basil - 6 bunches
- Parmesan cheese - 1 kilo
- Dressing - 6 bottles
- Yogurt - 4 kilos
- Custard - 4 liters
- Vanilla sauce - 3 liter
- Cookies - 6 packs
- Paper napkins - 300 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- Sponges - 2 packs
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Hand soap - 4 bottles
- Paper towels - 6 packs
Tips
- Base food, drinks, plates, cups, and cutlery on the confirmed participant list, then add about 10% extra for unexpected attendees or spills.
- For a meeting lasting several hours, plan two hot drinks per person, at least one water glass per person, and two to three drinks per person during the first hour if alcohol is served at dinner.
- Buy or prepare snacks that cover the gap between arrival and dinner; place them out before registration so people do not have to interrupt the meeting to find food.
- Check dietary requirements at least 3 days before the meeting and pass the final list to the caterer or person preparing the buffet. Keep vegetarian, vegan, allergy-safe, and regular options clearly separated.
- Test the laptop, projector, HDMI cable, speakers, and wireless microphone at least 60 minutes before arrival. Bring power strips and extension cords because meeting-room outlets are often too far from the tables.
Frequently asked questions
- How much coffee should I buy for a staff meeting?
- Plan about two cups of coffee or tea per person for a half-day meeting. For a full-day meeting, allow three to four cups per person, plus extra milk, sugar, and hot water.
- How many drinks do I need for a staff meeting?
- Provide at least one bottle of water per person and roughly two to three drinks per person for the first hour. Add more if the meeting includes dinner, warm weather, or an evening reception.
- When should I check dietary requirements for a staff meeting?
- Ask for dietary requirements when registrations open and confirm the final list at least 3 days before the meeting. Send the confirmed information to the caterer before shopping or final food preparation.
- How early should I set up the equipment for a staff meeting?
- Set up and test the laptop, projector, screen, speakers, microphone, cables, and power strips at least 60 minutes before participants arrive. This leaves time to replace a missing cable or fix presentation problems.
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