Tender Meeting Shopping List

A tender meeting needs more than printed documents and coffee. You will need a clear registration point, enough name badges and pens, presentation equipment, route signs and catering that can be served without delays. Use the attendee count to calculate cups, glasses, plates and cutlery, then add a small buffer for speakers, staff and replacements. Buy chilled catering close to the meeting date and check every cable, microphone and power strip before guests arrive.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Registration desk
Speaker table
Tableclothsqty 8

Tableware

Coffee cupsqty 60
Glassesqty 100
Platesqty 70
Cutlery setsqty 70
Serving spoonsqty 8

Equipment

Laptop
Projector
Projection screen
Wireless microphonesqty 2
Presentation clicker
Extension cordsqty 4
Power stripsqty 4
Coolersqty 3

Catering

Coffee machinesqty 2
Thermos flasksqty 6
Water jugsqty 6
Serving plattersqty 10
Buffet warmersqty 4
Serving spoonsqty 8
Bread basketsqty 6
Drink dispensersqty 3
Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Milk - 6 liters
- Oat milk - 3 liters
- Sugar - 1 kilo
- Sweetener - 1 box
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Ginger beer - 4 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Lemons - 12 pieces
- Ice cubes - 8 kilos
- Butter - 500 grams
- Sandwiches - 60 pieces
- Vegetarian sandwiches - 15 pieces
- Vegan sandwiches - 8 pieces
- Gluten-free buns - 5 pieces
- Wraps - 40 pieces
- Vegetarian wraps - 12 pieces
- Mixed salad - 5 kilos
- Vegetarian pasta salad - 3 kilos
- Soup - 10 liter
- Baguettes - 8 pieces
- Herb butter - 1 kilo
- Hummus - 1 kilo
- Cheese cubes - 2 kilos
- Grapes - 3 kilos
- Apples - 50 pieces
- Cookies - 6 packs
- Brownies - 60
- Plain chips - 4 bags
- Paprika chips - 4 bags
- Nut mix - 2 kilo
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Napkins - 300 pieces
- Stirrers - 100 pieces
- Teaspoons - 100 pieces
- Paper coffee filters - 1 pack
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Paper towels - 4 packs
- Hand sanitizer - 4 bottles

Decorations

Name badgesqty 60
Badge holdersqty 60
Route signsqty 8
Pensqty 70
Notepadsqty 60
Clipboardsqty 10
Table numbersqty 8
Table name cardsqty 12
Information leafletsqty 60
Program leafletsqty 60
Document foldersqty 60
Markersqty 10
Tapeqty 4
Scissorsqty 2
Arrow stickersqty 20

Kitchen

Cutting boardsqty 4
Bread knivesqty 4
Kitchen knivesqty 4
Serving utensilsqty 10

Cleaning

Waste binsqty 6
Hand soap dispensersqty 3
Cleaning clothsqty 12
Bucketsqty 3
Broom setsqty 2
Vacuum cleaner

Tips

Print one complete tender document pack per registered attendee, plus 5–10 extra copies for late arrivals, speakers and staff. Keep the spare packs at the registration desk.
Prepare one name badge and badge holder for every attendee, speaker and organiser, then add at least 10% spare badges. Put pens at registration and on tables; plan roughly one pen for every two attendees.
For a half-day meeting, allow 2–3 cups of coffee or tea per person and 1–1.5 litres of water per person. Add 10% extra cups, glasses and water so the buffet does not run short.
Match tableware to the catering format: one plate and cutlery set per person for a meal, plus serving spoons for every dish. Bring extra platters, bread baskets and buffet warmers if food is served in stages.
Check the laptop, projector, projection screen, presentation clicker and wireless microphones at least one day before the meeting. Pack extension cords and power strips, and bring a spare connection adapter if the presentation setup requires one.

Frequently asked questions

How many tender document copies should I print?: Print one complete pack for each confirmed attendee, speaker and organiser. Add 5–10 spare packs, or about 10% extra for a larger meeting, so late registrations do not leave anyone without documents.
How much coffee and water do I need for a tender meeting?: For a half-day meeting, plan 2–3 cups of coffee or tea and 1–1.5 litres of water per person. Add 10% extra and keep additional chilled water available if the room is warm.
When should I buy the catering for a tender meeting?: Buy or collect chilled catering on the meeting day or the day before, depending on its shelf life. Confirm the final headcount and dietary requirements at least 3–5 working days beforehand.
How many name badges and pens do I need?: Prepare one badge and holder for every attendee, speaker and organiser, plus 10% spare badges. Provide about one pen per two attendees and keep at least 5 extra pens at the registration desk.

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