Tender meeting shopping list

A tender meeting needs more than coffee and a projector. Plan the items that keep registration, presentations and refreshments running without interruptions. Prepare one name badge and one notepad per attendee, plus spare badges for late arrivals. For drinks, allow two to three servings per person for the first hour, then one serving per person for each additional hour. Check presentation connections, microphones and power supplies before guests arrive, because missing cables are harder to replace once the meeting has started.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 50
Buffet tablesqty 3
Registration desk
Clothes racksqty 2
Waste binsqty 4

Equipment

Laptop
Projector
Projection screen
Microphonesqty 2
Speakersqty 2
HDMI cablesqty 2
Extension cordsqty 3
Power stripsqty 4

Tableware

Platesqty 60
Coffee cupsqty 50
Water glassesqty 60
Wine glassesqty 50
Cutlery setsqty 60
Serving spoonsqty 8
Small bowlsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Serving plattersqty 12
Serving utensilsqty 12

Office

Name badgesqty 50
Badge holdersqty 50
Notepadsqty 50
Ballpoint pensqty 60
Presentation foldersqty 50
Flip chart
Flip chart paperqty 2
Markersqty 2

Decorations

Tablecloth setsqty 8
Wayfinding signsqty 6
Table name cardsqty 8

Cleaning

Microfiber clothsqty 12
Dish brushesqty 3
Floor squeegeesqty 2
Bucketsqty 3

Catering

Groceries
- Coffee beans - 2 kilos
- Decaf coffee - 500 grams
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 1 kilo
- Sweetener - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 4 liters
- Lemons - 10 pieces
- Spa Blue - 48 bottles
- Spa Rood - 24 small bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Non-alcoholic beer - 24 bottles
- Pilsener - 48 bottles
- White wine - 8 bottles
- Red wine - 8 bottles
- Sparkling wine - 4 bottles
- Baguettes - 12 pieces
- Wholemeal bread - 6 loaves
- Mini rolls - 80 pieces
- Butter - 500 grams
- Young cheese - 2 kilos
- Brie - 1 kilo
- Back ham - 1.5 kilos
- Smoked chicken breast - 1 kilo
- Hummus - 1.5 kilos
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Cucumbers - 6 pieces
- Cherry tomatoes - 2 kilos
- Grapes - 3 kilos
- Apples - 40 pieces
- Mini croissants - 60 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Mixed nuts - 2 kilos
- Olives - 1 kilo
- Dipping sauce - 6 jars
- Rice - 4 kilos
- Pasta - 4 kilo
- Pasta sauce - 8 jars
- Vegetable mix - 6 kilo
- Mixed salad - 5 kilos
- Chicken breast - 5 kilos
- Vegetarian burgers - 20 pieces
- Vegan meal portions - 8 pieces
- Vinaigrette - 3 bottles
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Garlic - 6 bulbs
- Olive oil - 2 liters
- Dessert sandwiches - 50 pieces
- Brownies - 50 pieces
- Fresh fruit for dessert - 5 kilos
- Whipped cream - 2 liters
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet paper - 24 rolls
- Paper towels - 8 rolls
- Trash bags - 2 rolls
- Hand soap - 4 bottles
- Paper napkins - 200 pieces

Tips

Prepare one name badge, badge holder and notepad for every registered participant, then add 10% spare supplies for last-minute attendees or damaged badges.
For the first hour, allow two to three drinks per person. Provide coffee, tea and water, and add one further drink per person for every additional hour of the meeting.
Set out one place setting per attendee: a plate, cup or glass and cutlery. Add at least 10% extra tableware so replacements are available during breaks.
Pack the presentation kit together: laptop, projector, screen, HDMI cables, extension cords and power strips. Test every connection at least 60 minutes before registration opens.
Plan separate service equipment for refreshments, including serving platters, utensils, small bowls, thermos flasks, coolers and waste bins. Put the bins near the registration and refreshment areas before guests arrive.

Frequently asked questions

What should I buy for a tender meeting?: Prepare drinks, snacks, plates, cups, glasses, cutlery, serving equipment, name badges, badge holders and notepads. For presentations, bring a laptop, projector, screen, HDMI cables, extension cords, power strips, microphones and speakers.
How many drinks do I need for a tender meeting?: Allow two to three drinks per person for the first hour, then one additional drink per person for each extra hour. Keep water available throughout the meeting and chill drinks before attendees arrive.
How many name badges and notepads should I prepare?: Prepare one name badge, badge holder and notepad per registered participant, plus 10% spare items. For 40 attendees, that means 44 of each item.
When should I test the tender meeting equipment?: Test the laptop, projector, screen, sound equipment and cables at least 60 minutes before registration opens. Keep spare HDMI cables and power options ready in case a connection fails.

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