What to buy for a user group meeting

A user group meeting needs more than coffee and a projector. Plan supplies for registration, presentations, breaks and informal conversations, with quantities based on your attendee count. Coffee cups, glasses, plates and cutlery are easy to underestimate when people stay for several hours. Check dietary requirements before shopping, keep chilled catering cold until serving, and test every cable 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 50
Registration desk
High tablesqty 4

Tableware

Glassesqty 60
Coffee cupsqty 50
Platesqty 60
Cutlery setsqty 60
Serving plattersqty 8
Pitcherqty 4

Equipment

Laptop
Projector
Projection screen
HDMI cableqty 2
Extension cordsqty 3
Power stripsqty 3
Portable speaker
Microphone

Kitchen

Coffee makerqty 2
Kettlesqty 2
Coolersqty 2
Ice cube traysqty 3
Thermos flasksqty 4

Decorations

Name badgesqty 50
Tableclothsqty 8
Lanyardsqty 50
Pensqty 25
A4 signsqty 6

Cleaning

Waste binsqty 4
Dish brushesqty 2
Microfiber clothsqty 8
Bucketsqty 2

Catering

Groceries
- Coffee - 3 packs
- Tea - 4 boxes
- Sugar - 1 pack
- Milk - 6 liters
- Oat milk - 3 liters
- Coffee creamer - 2 tubs
- Sparkling water - 8 bottles
- Still water - 8 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Tonic - 2 bottles
- Beer - 48 bottles
- Non-alcoholic beer - 24 bottles
- White wine - 6 bottles
- Red wine - 4 bottles
- Rosé - 3 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Lemons - 8 pieces
- Ice cubes - 6 bags
- Mini rolls - 60 pcs
- Hummus - 4 tubs
- Cream cheese - 3 tubs
- Young cheese - 1,5 kilogram
- Back ham - 1 kilogram
- Smoked chicken breast - 750 grams
- Cucumber - 6 pieces
- Cherry tomatoes - 1,5 kilograms
- Carrots - 1 kilogram
- Paprika chips - 5 bags
- Plain chips - 5 bags
- Snack mix - 4 bags
- Olives - 4 jars
- Mixed nuts - 4 bags
- Grapes - 2 kilogram
- Apples - 30 pieces
- Brownies - 50 pieces
- Cookies - 6 packs
- Mayonnaise - 1 bottle
- Mustard - 1 jar
- Ketchup - 1 bottle
- Napkins - 200 pieces
- Paper cups - 100 pieces
- Paper towels - 4 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Hand soap - 4 bottles
- Hand sanitizer - 2 bottles

Tips

Plan 2–3 drinks per person for the first hour, then 1–2 drinks per person for each additional hour. Include coffee, tea, water and other refreshments rather than relying on one option.
For a meeting lasting half a day, allow 2–3 snack portions per person and at least one plate, cup or glass and cutlery set per attendee. Add a small spare margin for late registrations and replacements.
Buy or prepare one name badge and lanyard per participant, plus at least 10% extra. Keep pens at the registration desk so people can correct names or add missing details.
Pack the presentation setup as one kit: laptop, projector, screen, HDMI cable, extension cords, power strips, microphone and portable speaker. Bring a spare connection option if the laptop and projector do not use the same port.
Do not leave chilled catering in shopping bags until the break. Store it in coolers with ice, and prepare thermos flasks, coffee cups, kettles and serving platters before the first participants arrive.

Frequently asked questions

How much coffee do I need for a user group meeting?: Plan about 2 cups per person for a two-hour meeting and 3–4 cups per person for a half-day session. Buy extra tea, sugar and milk for roughly 10% more people than registered.
How many name badges should I buy for a user group meeting?: Prepare one badge and lanyard per registered participant, plus 10% spare. For 50 attendees, that means 55 badges and lanyards.
What presentation equipment do I need for a user group meeting?: Pack a laptop, projector, projection screen, HDMI cable, extension cords and power strips. Add a microphone and portable speaker when the room holds more than about 30 people or has poor acoustics.
When should I buy food and drinks for a user group meeting?: Buy shelf-stable drinks, snacks and disposable supplies 2–3 days ahead. Shop for chilled catering on the day before or the morning of the meeting, then keep it chilled until serving.

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