What to buy for a women’s meeting

For a women’s meeting, plan purchases around the programme, guest count and length of the day. You will need more than food and drinks: name badges, printed programmes, serving equipment and reliable audio gear all affect how smoothly the meeting runs. Order or buy dietary meals separately once registration closes, and chill drinks before guests arrive. Use the final attendee list to calculate portions, print materials and prepare the reception table.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Buffet tableqty 2
Coat racksqty 2

Tableware

Dinner platesqty 60
Cake platesqty 60
Coffee cupsqty 60
Water glassesqty 70
Wine glassesqty 60
Cutlery setsqty 70
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving plattersqty 8
Serving trays with lidsqty 4
Cutting boardsqty 3
Kitchen knivesqty 3
Coolersqty 3

Equipment

Portable speaker
Wireless microphone
Extension cordsqty 3
Power stripsqty 3

Lighting

Atmosphere lightsqty 4

Decorations

Tableclothsqty 8
Flower arrangementsqty 6
Welcome sign
Name badgesqty 60
Card holdersqty 8

Materials

Program leafletsqty 60
Pensqty 20
Notepadsqty 60
Biblesqty 30
Prayer bookletsqty 30
Conversation cardsqty 60

Cleaning

Waste binsqty 4
Washing-up tubsqty 2
Cleaning glovesqty 4

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 1 kilo
- Sweetener - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Still water - 8 bottles
- Sparkling water - 6 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Orange juice - 4 cartons
- Apple juice - 3 packs
- Lemons - 8 pieces
- Apples - 5 kilo
- Grapes - 3 kilos
- Bananas - 2 kilos
- Cucumbers - 6 pieces
- Cherry tomatoes - 2 kilos
- Carrots - 2 kilo
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Snacks - 3 bags
- Hummus - 8 tubs
- Cream cheese - 6 tubs
- Herb butter - 4 tubs
- Baguettes - 12 pieces
- Whole grain bread - 8 loaves
- Wraps - 8 packs
- Cheese slices - 3 kilos
- Hummus wraps - 30 pieces
- Vegetable soup - 12 liters
- Lentils - 3 kilos
- Rice - 5 kilo
- Pasta - 4 kilo
- Tomato sauce - 8 jars
- Vegetable mix - 8 kilos
- Olive oil - 2 bottles
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Yogurt dressing - 4 bottles
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Vegan cake - 2 pieces
- Apple pie - 3 pieces
- Cookies - 6 packs
- Napkins - 200 pieces
- Paper towels - 6 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Aluminum foil - 2 rolls
- Cling film - 2 rolls

Tips

Plan two to three drinks per person for the first hour, then allow one drink per person for each additional hour. Include coffee, tea and water alongside any other drinks.
Buy one dinner plate, cake plate, coffee cup, water glass and cutlery set per attendee, plus at least 10% extra for replacements and late additions.
Match dietary meals to the final registration list and label them clearly. Confirm quantities no later than three days before the meeting so special meals are not missed.
Prepare one name badge and one printed programme leaflet per registered attendee, with 10% extra copies for changes or walk-ins. Keep the participant list at the reception table.
Check the venue’s equipment before buying or transporting anything. Test the wireless microphone, portable speaker, extension cords and power strips at least one hour before opening.

Frequently asked questions

How much food and drink do I need for a women’s meeting?: For a meeting lasting several hours, allow two to three drinks per person in the first hour and one per person for each following hour. Plan one snack portion per attendee and add about 10% extra for late arrivals or seconds.
How many plates, cups and glasses should I buy?: Start with one of each required item per attendee and add 10% extra. For 50 attendees, that means 55 dinner plates, cake plates, coffee cups, water glasses and cutlery sets.
When should I order dietary meals for the meeting?: Collect dietary requirements when people register and confirm the final quantities at least three days before the event. Buy or order the special meals after the registration list is closed, then label them before serving.
How many name badges and programmes do I need?: Prepare one name badge and one programme leaflet for every registered attendee, plus 10% spare copies. For 50 attendees, print 55 programmes and prepare 55 badges.

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