What to buy for a strategy day

A strategy day needs more than coffee and a projector. Plan the items that keep registration, presentations, group work and breaks running without interruptions. This shopping list covers serving ware, drinks equipment, presentation essentials and workshop supplies, including the things organisers often notice too late. Check quantities against your final participant list, then shop at least one day before the event so drinks can be chilled and equipment can be tested.

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What to bring

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

Furniture

Tablesqty 6
Chairsqty 24
Buffet tablesqty 2
Stoolsqty 4

Tableware

Dinner platesqty 24
Dessert platesqty 24
Coffee cupsqty 24
Drinking glassesqty 30
Wine and beer glassesqty 30
Cutlery setsqty 30

Equipment

Projector
Projection screen
Laptop
HDMI cableqty 2
Extension cordsqty 4
Power stripsqty 4
Portable speaker
Microphone

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Serving traysqty 6
Serving spoonsqty 6
Cutting boardsqty 2
Chef’s knives and bread knivesqty 4
Small bowlsqty 8
Carafesqty 6

Work materials

Flip chartsqty 3
Flipchart markersqty 3
Notepadsqty 24
Ballpoint pensqty 30
Sticky notesqty 12
A4 paperqty 250
Name badge holdersqty 24
Name badgesqty 24
Painter's tapeqty 3

Lighting

Table lampsqty 4

Cleaning

Waste binsqty 4

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 1 box
- Herbal tea - 1 box
- Sugar - 1 pack
- Mints - 1 box
- Milk - 4 liters
- Oat milk - 2 liter
- Lemons - 6 pieces
- Still water - 12 bottles
- Sparkling water - 8 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Beer - 24 bottles
- Alcohol-free beer - 12 bottles
- White wine - 4 bottles
- Red wine - 3 bottles
- Bubbly - 2 bottles
- Mini sandwiches - 30 pieces
- Vegetarian wraps - 12 pieces
- Vegan wraps - 6 pieces
- Mixed quiche - 3 pieces
- Green salad - 2 kilogram
- Pasta salad - 2 kilogram
- Vegan pasta salad - 1 kilogram
- Bread - 4 loaves
- Herb butter - 3 tubs
- Hummus - 4 tubs
- Grapes - 2 kilogram
- Apples - 24 pieces
- Bananas - 20 pieces
- Paprika chips - 3 bags
- Plain chips - 3 bags
- Mixed nuts - 1 kilogram
- Olives - 3 jars
- Cheese cookies - 3 packs
- Brownies - 30 pieces
- Cookies - 4 packs
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Salad dressing - 2 bottles
- Ice cubes - 5 kilogram
- Napkins - 100 pieces
- Paper towels - 4 rolls
- Toilet paper - 12 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 2 packs
- Sponges - 1 pack
- Rubber gloves - 2 pairs

Tips

Plan tableware from the confirmed participant count: allow one dinner plate, one dessert plate, one coffee cup and one drinking glass per person, plus about 10% extra for replacements.
Buy or pack coffee, tea, milk, sugar and snacks for the full programme, not just the opening break. For a typical working day, plan two to three hot drinks per person before lunch and another one to two afterwards.
Test the projector, laptop, HDMI cable, speaker and microphone at least one day ahead. Pack extension cords and power strips with the equipment rather than assuming the venue has enough accessible sockets.
Prepare the workshop materials before shopping is finished: flip charts, markers, name badges and writing materials are easy to overlook when most attention goes to food and drinks.
Chill drinks several hours before participants arrive and set out serving trays, carafes, bowls and serving spoons before the first break. A coffee maker, kettles and thermos flasks prevent queues when everyone leaves a session at once.

Frequently asked questions

How much coffee do I need for a strategy day?: Plan two to three cups per person before lunch and one to two cups in the afternoon. For 20 participants, that means roughly 60 to 100 cups across the day, depending on the programme and other drinks available.
How many glasses and plates should I buy for a strategy day?: Start with one drinking glass, one coffee cup, one dinner plate and one dessert plate per attendee. Add around 10% extra, so a group of 20 needs about 22 of each item.
When should I buy supplies for a strategy day?: Do the main shopping one day before the event. Buy or collect chilled drinks early enough to cool for several hours, and check perishable snacks again on the morning of the strategy day.
What presentation equipment should I bring to a strategy day?: Bring a projector, projection screen, laptop, HDMI cable, extension cords and power strips. Pack a portable speaker and microphone if the room is large, and test every connection at least 24 hours before participants arrive.

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