What you need for a working visit by the alderman

A working visit by the alderman needs more than coffee and a meeting room. You will need supplies for reception, catering, presentations and a smooth visitor check-in. Plan tableware for every course, drinks for the full program and spare equipment for connections or power. Check dietary requirements before buying food, and arrange items such as name badge holders, coat racks and waste bins early, as venues do not always provide them.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Buffet tablesqty 3
Reception desk
Coat racksqty 2
Waste binsqty 4

Tableware

Dinner platesqty 70
Dessert platesqty 70
Coffee cupsqty 60
Water glassesqty 80
Wine glassesqty 70
Cutlery setsqty 70
Serving plattersqty 12

Equipment

Projector
Projection screen
Laptop
HDMI cableqty 2
Extension cordsqty 4
Power stripsqty 4
Wireless microphoneqty 2
Presentation clicker
Coolersqty 3

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 6
Serving tongsqty 8
Cutting boardsqty 3
Chef’s knives and bread knivesqty 4

Decorations

Tableclothsqty 8
Name badge holdersqty 60
Directional signsqty 6
Flower arrangementsqty 5

Lighting

Atmosphere lightsqty 6
String lightsqty 4

Cleaning

Washing-up bowlsqty 2
Cleaning spongesqty 6
Microfiber clothsqty 12

Catering

Groceries
- Coffee - 4 packs
- Tea assortment - 3 boxes
- Sugar - 2 packs
- Sweetener - 1 box
- Milk - 8 liters
- Oat milk - 3 liters
- Still mineral water - 48 bottles
- Sparkling mineral water - 24 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Apple juice - 8 cartons
- Non-alcoholic beer - 24 bottles
- Beer - 48 bottles
- White wine - 8 bottles
- Red wine - 6 bottles
- Rosé - 4 bottles
- Sparkling wine - 4 bottles
- Baguettes - 12 pieces
- Mini rolls - 80 pieces
- Butter - 4 packs
- Cream cheese - 2 kilo
- Young cheese - 3 kilos
- Brie - 2 kilos
- Hummus - 2 kilos
- Smoked salmon - 1.5 kilos
- Roast beef - 1.5 kilos
- Turkey breast - 1,5 kilo
- Cucumber - 8 pieces
- Cherry tomatoes - 3 kilos
- Grapes - 4 kilos
- Apples - 40 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Mixed nuts - 2 kilos
- Olives - 2 kilos
- Dip sauce - 3 kilos
- Olive oil - 2 bottles
- Salt - 1 pack
- Pepper - 1 jar
- Mixed salad - 8 kilos
- Pasta salad - 8 kilo
- Potato salad - 6 kilos
- Vegetarian quiche - 4 pieces
- Chicken wings - 6 kilos
- Mini meatballs - 5 kilos
- Vegetarian snacks - 5 kilos
- Sandwiches for dinner - 80 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Dessert pastries - 60 portions
- Fresh fruit for dessert - 5 kilos
- Paper towels - 6 rolls
- Napkins - 200 pieces
- Garbage bags - 30 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet paper - 24 rolls
- Hand soap - 4 bottles

Tips

Plan two to three drinks per person for the first hour, then one drink per person for each additional hour. Include water, coffee and tea alongside any wine served with dinner.
Allow one dinner plate and one dessert plate per guest, plus at least 10% extra. The same buffer helps with coffee cups, water glasses, wine glasses and cutlery sets.
Confirm the presentation setup at least one working day in advance. Bring the laptop, HDMI cable, presentation clicker and a spare extension cord, and test the projector, screen, microphone and power strips together.
Prepare one name badge holder per visitor, plus five spare holders for late registrations or damaged badges. Keep them at the reception desk with the final visitor list.
Buy or reserve practical service items at least two days before the visit: serving platters, tongs, cutting boards, chef’s and bread knives, tablecloths, coolers and waste bins are easy to overlook.

Frequently asked questions

What should I buy for a working visit by the alderman?: Buy or arrange drinks, coffee and tea supplies, snacks, dinner and dessert service, tableware, name badge holders and presentation accessories. For equipment, allow for a laptop, projector, screen, HDMI cable, clicker, microphone and at least one spare power connection.
How many glasses and plates do I need per guest?: Plan one dinner plate, one dessert plate, one coffee cup and one water glass per guest, plus 10% extra. If wine is served, add one wine glass per guest and keep a small reserve for breakage or late arrivals.
When should I arrange catering for the alderman’s visit?: Confirm the catering reservation at least five working days beforehand, or earlier if attendance is still changing. Collect dietary requirements before placing the final order and keep a few extra portions for unexpected visitors.
What presentation equipment do I need for a working visit?: Prepare a projector, projection screen, laptop, HDMI cable, extension cords, power strips, wireless microphone and presentation clicker. Test every connection at least one working day before the visit and pack a backup cable if available.

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