What you need for a stakeholder meeting

Use this shopping list to prepare a stakeholder meeting without missing the small items that slow down registration or catering. Plan tableware and drinks for the final guest count, then add a small reserve for late arrivals and breakage. Name badges, printed programmes, pens and presentation equipment should be ready before the room opens. Check dietary meals separately and keep technical items together so setup does not depend on last-minute shopping.

Organize this event for free with Lizzt

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Buffet tablesqty 3
Coat racksqty 2

Tableware

Dinner platesqty 60
Dessert platesqty 60
Coffee cupsqty 60
Water glassesqty 70
Wine glassesqty 60
Coffee spoonsqty 60
Dinner knivesqty 60
Dinner forksqty 60
Serving spoonsqty 8

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Serving plattersqty 12
Serving utensilsqty 12

Equipment

Coffee machinesqty 2
Kettlesqty 2
Projector
Projection screen
Presentation clicker
Extension cordsqty 4
Power stripsqty 4

Lighting

Standing lampsqty 4

Decorations

Table runnersqty 8
Flower arrangementsqty 8

Materials

Name badgesqty 60
Program leafletsqty 60
Pensqty 20
Route signsqty 6

Cleaning

Waste binsqty 6

Catering

Groceries
- Coffee beans - 2 kilos
- Decaf coffee - 500 grams
- Black tea - 40 bags
- Herbal tea - 30 bags
- Sugar - 1 kilo
- Sweeteners - 100 pieces
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Still mineral water - 30 bottles
- Sparkling mineral water - 20 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Orange juice - 8 liters
- Apple juice - 6 liters
- Pilsener - 48 bottles
- Non-alcoholic beer - 24 bottles
- White wine - 8 bottles
- Red wine - 6 bottles
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Mixed nuts - 2 kilos
- Olives - 2 kilos
- Toast rounds - 8 packs
- Hummus - 2 kilos
- Cream cheese - 1 kilo
- Cheese slices - 2 kilos
- Baguettes - 12 pieces
- Mini rolls - 80 pieces
- Assorted sandwiches - 50 pieces
- Vegetarian sandwiches - 15 pieces
- Mixed salad - 5 kilos
- Pasta salad - 5 kilos
- Potato salad - 4 kilos
- Vegetarian quiche - 6 pieces
- Chicken breast for buffet - 5 kilos
- Grapes - 4 kilos
- Apples - 40 pieces
- Brownies - 60
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olive oil - 1 liter
- Salt - 1 pack
- Pepper - 1 jar
- Garbage bags - 30 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Paper napkins - 200 pieces

Tips

Plan one dinner plate, one dessert plate, one dinner fork and one dinner knife per meal guest, plus 5–10% extra. Add one coffee cup, coffee spoon and water glass per person; wine glasses are only needed if wine is being served.
For the first hour, allow 2–3 drinks per person, then about 1 drink per person per additional hour. Buy or prepare extra water for the full meeting, especially when the room is warm or presentations run long.
Prepare one name badge and one programme leaflet for every registered attendee, with at least 5 extra copies of each. Keep pens at the registration desk and pack spare badges for people who arrive without a confirmed registration.
Count technical equipment before the meeting: projector, screen, clicker, extension cords and power strips. Test every connection at least 60 minutes before opening the room; adapters and a spare presentation copy are often forgotten.
Set aside buffet equipment before catering arrives: serving platters, serving spoons, serving utensils, cutting boards and a chef’s knife. Keep dietary meals clearly separated and check them against the final dietary-requirements list before serving.

Frequently asked questions

What tableware do I need for a stakeholder meeting?: For each meal guest, plan one dinner plate, one dessert plate, one fork and one knife. Add one coffee cup, coffee spoon and water glass per person, plus 5–10% spare tableware for breakage or unexpected guests.
How many drinks should I buy for a stakeholder meeting?: Allow 2–3 drinks per person during the first hour, then about 1 drink per person for every additional hour. Include water for everyone and add a small reserve so late arrivals do not run short.
How many name badges and programmes should I print?: Prepare one name badge and one programme leaflet per registered attendee, plus at least 5 extra copies of each. Print the final versions no later than the day before the meeting so there is time to correct the guest list.
When should I test the projector and presentation equipment?: Test the projector, screen, clicker, power strips and extension cords at least 60 minutes before guests arrive. Keep the final presentation file on two devices or storage locations in case the main laptop fails.

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.