Supplier Day shopping list

A Supplier Day needs more than food and drinks. You will need a clear registration point, seating for presentations and conversations, reliable AV equipment, catering tableware and signs that help suppliers find their way. Buy or reserve disposable and reusable items against the final attendance count, then add a small buffer for last-minute registrations. Check technical connections and dietary requirements before the shopping run, not on the event morning.

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What to bring

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

Furniture

Cocktail tablesqty 8
Dining tablesqty 8
Chairsqty 80
Buffet tablesqty 4
Registration desk
Coat racksqty 2
Coat hangersqty 80
Lectern
Waste binsqty 8

Tableware

Dinner platesqty 90
Dessert platesqty 90
Coffee cupsqty 90
Water glassesqty 100
Wine glassesqty 90
Coffee spoonsqty 90
Dinner knivesqty 90
Dinner forksqty 90
Serving spoonsqty 12
Serving traysqty 12

Equipment

Projector
Projection screen
Laptop
Wireless microphonesqty 2
Speakersqty 2
Audio mixer
HDMI cablesqty 3
Extension cordsqty 6
Power stripsqty 6
Cable traysqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Ice cube traysqty 4
Serving tongsqty 12
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6

Decorations

Table runnersqty 8
Flower arrangementsqty 8
Balloon archesqty 2
Company logo bannersqty 3
Name card holdersqty 80
Table décorqty 8

Lighting

Atmosphere lightsqty 10
Light Stripsqty 4
Spare batteriesqty 24

Presentation

Presentation clicker
Flip chartqty 2
Flipchart markersqty 12
Notepadsqty 80
Ballpoint pensqty 100
Name badgesqty 80
Program leafletsqty 90
Display standsqty 4

Cleaning

Microfiber clothsqty 12
Cleaning glovesqty 6
Bucketsqty 3
Mopsqty 3
Dustpan and brushqty 2
Hand soap dispensersqty 6

Safety

Cable markersqty 30
Non-slip matsqty 6
Flashlightsqty 2

Catering

Groceries
- Coffee beans - 3 kilograms
- Tea bags - 150 pieces
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Green tea - 1 box
- Sugar sticks - 200 pieces
- Milk - 12 liters
- Oat milk - 6 liters
- Lemons - 2 kilograms
- Still water - 8 bottles
- Sparkling water - 8 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Ice tea - 4 bottles
- Apple juice - 4 packs
- Orange juice - 6 cartons
- Alcohol-free beer - 36 bottles
- Pilsner - 72 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 6 bottles
- Bubbles - 6 bottles
- Tonic - 24 cans
- Ginger beer - 12 bottles
- Ice cubes - 20 kilograms
- Mixed nuts - 2 kilograms
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 4 bags
- Olives - 4 jars
- Salted peanuts - 3 bags
- Toast rounds - 8 packs
- Crackers - 6 packs
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Brie - 2 kilograms
- Gouda cheese - 3 kilograms
- Grapes - 4 kilograms
- Apples - 5 kilograms
- Pears - 3 kilograms
- Cherry tomatoes - 3 kilograms
- Cucumbers - 8 pieces
- Carrots - 3 kilograms
- Bell peppers - 12 pieces
- Mixed salad - 2 kilogram
- Baguettes - 20 pieces
- Mini wraps - 100 pieces
- Chicken breast slices - 2 kilograms
- Smoked salmon - 1 kilogram
- Vegetarian spread - 12 tubs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pesto sauce - 4 jars
- Balsamic vinegar - 2 bottles
- Olive oil - 2 bottles
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Italian herbs - 1 jar
- Garlic powder - 1 jar
- Rice - 5 kilograms
- Pasta - 5 kilogram
- Tomato sauce - 8 jars
- Vegetable stock - 2 boxes
- Chickpeas - 8 cans
- Corn - 8 cans
- Cookies - 10 packs
- Brownies - 80 pieces
- Mini muffins - 80 pieces
- Chocolate - 4 boxes
- Dessert sauce - 4 bottles
- Napkins - 400 pieces
- Paper straws - 100 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 40 pieces
- Dishwasher tablets - 40 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Hand sanitizer - 6 bottles
- Toilet blocks - 12 pieces
- Tissue boxes - 8 boxes

Tips

Plan tableware for every confirmed guest, plus 10% extra. Count dinner plates, dessert plates, coffee cups, water glasses, wine glasses, cutlery and serving utensils separately.
Reserve one registration desk, a coat rack with at least one hanger per attendee, and enough chairs for the formal programme. Add cocktail tables for supplier conversations and dining or buffet tables for catering.
Test the projector, screen, laptop, microphones, speakers and mixer together at least one day before Supplier Day. Bring the required HDMI cables, extension cords, power strips and cable trays, with one spare cable if possible.
Keep catering quantities tied to the registration list and dietary requirements. Chill drinks before guests arrive, and set aside serving trays, spoons, plates and glasses so reception staff are not searching during registration.
Print the attendance list, programme, name badges and route signs no later than the day before. Buy speaker gifts and collect presentations before the final programme is checked, so missing materials can still be replaced.

Frequently asked questions

What do I need for a Supplier Day?: Prepare registration furniture, seating, coat storage, catering tables, tableware, drinks, AV equipment, printed materials and speaker gifts. Finalise quantities from the registration list and add about 10% extra tableware.
How many glasses and plates do I need per Supplier Day guest?: Start with one dinner plate, one dessert plate, one coffee cup and one water glass per guest. If wine is served, add one wine glass per guest, then allow 10% extra for breakage, spills and replacements.
When should I buy and prepare Supplier Day supplies?: Complete the main shopping and confirm rented furniture and equipment 3 to 5 days before the event. Chill drinks, assemble name badges and print the attendance list and programme on the day before.
What AV equipment is needed for Supplier Day presentations?: Plan for a projector, projection screen, laptop, wireless microphones, speakers, audio mixer, HDMI cables, extension cords, power strips and cable trays. Test the complete setup at least 24 hours before the first presentation.

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