Stakeholder meeting shopping list

A stakeholder meeting needs more than coffee and a projector. Plan the reception area, seating, tableware, drinks, presentation setup, and supplies for registration before the day itself. Check dietary requirements before ordering catering, and allow enough time to chill drinks, receive deliveries, and test every cable. This shopping list brings the required furniture, kitchen items, and technical equipment together so you can buy or collect everything in one place.

Organize this event for free with Lizzt

What to bring

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

Furniture

Reception table
Bistro tablesqty 8
Chairsqty 60
Buffet tablesqty 4
Stoolsqty 12
Clothes racksqty 2

Tableware

Coffee cupsqty 60
Water glassesqty 100
Wine glassesqty 80
Platesqty 80
Dessert platesqty 70
Cutlery setsqty 80
Serving utensilsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving traysqty 6
Storage binsqty 10
Coolersqty 4

Equipment

Projector
Projection screen
Laptop
HDMI cablesqty 3
Adapter cablesqty 3
Wireless microphonesqty 2
Speakersqty 2
Power stripsqty 6
Extension cordsqty 6
Presentation clicker
Flip chartsqty 4
Flipchart markersqty 12
Wayfinding standsqty 4

Decorations

Name badgesqty 70
Table runnersqty 8
Flower arrangementsqty 6
Menusqty 12
Direction signsqty 8
Sticky tackqty 4
Barrier tapeqty 2

Lighting

Atmosphere lightsqty 8
LED string lightsqty 4

Cleaning

Waste binsqty 8
Floor squeegeesqty 2
Bucketsqty 3
Cleaning clothsqty 12

Catering

Groceries
- Coffee - 2 packs
- Tea bags - 100 pieces
- Cocoa powder - 1 tin
- Sugar - 2 kilos
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Spa Blauw - 60 bottles
- Spa Red - 24 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Ginger beer - 6 bottles
- Non-alcoholic beer - 24 bottles
- Pilsner - 72 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 6 bottles
- Prosecco - 6 bottles
- Ice cubes - 12 kilo
- Mineral water for jugs - 12 liters
- Cucumbers - 8 pieces
- Mint - 6 bunches
- Grapes - 5 kilos
- Apples - 40 pieces
- Bananas - 30 pieces
- Strawberries - 3 kilos
- Cherry tomatoes - 3 kilos
- Carrots - 3 kilos
- Bell peppers - 20 pieces
- Cucumber salad - 3 kilos
- Mixed salad - 4 kilo
- Cherry tomatoes - 3 kilos
- Olives - 2 kilos
- Hummus - 3 kilos
- Cream cheese - 2 kilo
- Brie - 2 kilos
- Young cheese - 3 kilos
- Goat cheese - 1,5 kilo
- Vegan cheese - 1 kilo
- Ham - 2 kilos
- Smoked chicken - 2 kilo
- Vegan falafel - 2 kilos
- Baguettes - 20 pieces
- Mini rolls - 100 pieces
- Wraps - 60 pieces
- Crackers - 8 packs
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Nut mix - 3 kilo
- Rice crackers - 3 bags
- Herb butter - 2 kilo
- Olive oil - 2 liters
- Balsamic vinegar - 1 bottle
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pesto sauce - 4 jars
- Tzatziki - 3 kilos
- Salt - 1 pack
- Black pepper - 1 jar
- Italian herbs - 1 jar
- Garlic - 6 bulbs
- Pasta - 6 kilos
- Pasta sauce - 8 jars
- Parmesan cheese - 1 kilo
- Vegetarian pasta sauce - 4 jars
- Vegan pasta sauce - 4 jars
- Basmati rice - 5 kilos
- Chickpeas - 12 cans
- Vegetable stock - 2 packs
- Coconut milk - 8 cans
- Vegetable curry - 5 kilo
- Naan bread - 40 pieces
- Yogurt - 4 kilos
- Vegan yogurt - 2 kilo
- Muesli - 2 kilo
- Brownies - 70 pieces
- Mini muffins - 70 pieces
- Fruit tart - 3 pies
- Vegan pastries - 2 cakes
- Gluten-free crackers - 4 packs
- Gluten-free sandwiches - 12 pieces
- Vegan sandwiches - 20 pieces
- Vegan toppings - 6 packages
- Trash bags - 3 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant spray - 2 bottles
- Hand soap - 4 bottles
- Paper towels - 6 packs

Tips

Plan one reception table and enough chairs for every registered participant, plus a few spare seats. Add bistro tables or stools only if people will move between discussion groups or networking areas.
For a half-day meeting, allow at least two drinks per person for the first hour, then one drink per person for each additional hour. Include water, coffee, tea, and options that match the dietary requirements collected during registration.
Prepare one complete place setting per attendee: a plate, dessert plate, cutlery set, water glass, and coffee cup. Add serving utensils, trays, and storage bins so catering can be set out and cleared without using participant tableware.
Test the projector, screen, laptop, HDMI cables, adapter cables, speakers, and wireless microphones together at least one day before the meeting. Keep power strips, extension cords, and a presentation clicker in the same equipment box.
Do not leave name badges, participant lists, route signs, and discussion questions until the morning of the meeting. Print them at least one day ahead, and keep spare blank badges and pens at the reception table.

Frequently asked questions

How much coffee do I need for a stakeholder meeting?: Allow two cups per person for a meeting of up to four hours, plus around 10% extra. For 30 participants, prepare at least 66 cups and make sure you have enough coffee cups, kettles or coffee machines, and thermos flasks to serve them.
How many chairs should I order for a stakeholder meeting?: Provide one chair per registered participant and add 5 to 10% spare capacity. For 40 attendees, that means 42 to 44 chairs, depending on how many last-minute changes you expect.
When should I buy drinks and fresh produce for the meeting?: Buy packaged drinks and other non-perishable items two to three days beforehand. Collect fresh produce on the day before or the morning of the meeting, then chill drinks as soon as they arrive.
What presentation equipment do I need for a stakeholder meeting?: Have a projector, projection screen, laptop, HDMI cables, adapter cables, presentation clicker, speakers, and wireless microphones ready. Test the complete setup at least 24 hours before the meeting and keep power strips and extension cords available.

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.