What you need for a welcome meeting

A welcome meeting needs more than coffee and name badges. You will need a clear reception point, enough tableware for the buffet, chilled drinks, hot coffee and equipment that works where guests arrive. Use this shopping list alongside your guest count and programme. Buy non-perishable items first, then add fresh groceries and chilled drinks shortly before the meeting so the buffet is ready when the doors open.

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What to bring

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

Furniture

Chairsqty 60
Tablesqty 8
Buffet tablesqty 3
Welcome desk
Coat racksqty 2

Tableware

Platesqty 70
Bowlsqty 60
Glassesqty 100
Coffee cupsqty 60
Knivesqty 70
Forksqty 70
Spoonsqty 70

Kitchen

Serving traysqty 8
Serving tongsqty 6
Serving spoonsqty 6
Coffee potsqty 3
Thermos flasksqty 4
Cutting boardsqty 3
Chef's knifeqty 2
Coolersqty 3

Equipment

Bluetooth speakersqty 2
Microphone
Power stripsqty 4
Extension cordsqty 4
Laptop

Decorations

Welcome sign
Tableclothsqty 8
Buntingqty 4
Flower arrangementsqty 5
Name badge holdersqty 60

Lighting

LED light stringsqty 4
LED lampsqty 6

Cleaning

Waste binsqty 4
Broomqty 2
Dustpan and brushqty 2
Mop headsqty 2
Bucketsqty 2

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Sweetener - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Chocolate milk - 4 liters
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Bitter lemon - 3 bottles
- Sparkling mineral water - 6 bottles
- Still mineral water - 8 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Lemons - 8 pieces
- Ice cubes - 5 bags
- Baguettes - 12 pieces
- Whole wheat bread - 5 loaves
- Mini rolls - 80 pieces
- Unsalted butter - 750 grams
- Young cheese - 2 kilos
- Brie - 1 kilo
- Hummus - 1 kilo
- Cream cheese - 750 grams
- Chicken breast slices - 1 kilo
- Back ham - 1 kilo
- Boiled eggs - 30 pieces
- Iceberg lettuce - 5 heads
- Cucumbers - 8 pieces
- Tomatoes - 3 kilos
- Bell peppers - 2 kilos
- Carrots - 2 kilo
- Grapes - 3 kilos
- Apples - 60 pieces
- Bananas - 40 pieces
- Strawberries - 2 kilos
- Plain chips - 6 bags
- Paprika chips - 6 bags
- Snacks - 4 bags
- Mixed nuts - 1 kilo
- Rice cakes - 4 packs
- Gluten-free crackers - 3 packs
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Mustard - 1 jar
- Olive oil - 1 bottle
- Balsamic vinegar - 1 bottle
- Salt - 1 pack
- Black pepper - 1 jar
- Italian herbs - 1 jar
- Paprika powder - 1 jar
- Cookies - 6 packs
- Brownies - 50 pieces
- Vegan muffins - 20 pieces
- Fruit salad - 5 kilos
- Diet soda - 4 bottles
- Napkins - 200 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 2 packs
- Hand soap - 3 bottles
- Sponges - 6 pieces

Tips

Plan plates, bowls, glasses, cups and cutlery for every guest, then add 10% extra. This covers dropped items, seconds and people who use separate plates for snacks and the buffet.
Allow two to three drinks per person for the first hour, plus water and hot drinks. Chill the drinks in advance and keep extra bottles in coolers rather than relying on one small drink station.
Prepare the welcome desk with the welcome sign, name badge holders and printed directions at least one day before the meeting. Keep spare blank name badges and pens there for late registrations.
Check serving equipment against the buffet menu before shopping. You may need separate serving trays, tongs and spoons for each dish, as well as chopping boards and a chef’s knife for final preparation.
Test the laptop, Bluetooth speakers and microphone at the venue before guests arrive. Bring power strips and extension cords, and check that the welcome desk and sound setup can reach a safe power source.

Frequently asked questions

What should I buy for a welcome meeting?: Buy drinks, coffee, fresh and non-perishable food, plates, bowls, glasses, cups, knives, forks and spoons. Add serving trays, tongs, serving spoons, tablecloths, name badge holders and a welcome sign, then check whether the venue supplies tables, chairs and coat racks.
How much food and drink do I need for a welcome meeting?: For drinks, allow two to three per person during the first hour, with additional water and coffee. For food, plan one plate per guest plus 10% extra, and increase portions if the meeting overlaps with a mealtime.
When should I buy groceries for a welcome meeting?: Buy non-perishable groceries and disposable supplies several days ahead. Buy fresh groceries one day before the meeting where possible, and chill drinks at least four hours before guests arrive.
What equipment is easy to forget for a welcome meeting?: Power strips, extension cords, spare name badges, serving utensils and a microphone are often missed. Test the laptop, speakers and microphone at least one day beforehand, then pack the cables with the equipment.

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