What you need for a works council meeting

A works council meeting needs more than chairs and printed agendas. Plan the items participants will use from arrival through the final discussion: registration materials, documents, drinks, catering, tableware and presentation equipment. This shopping list also covers practical details that are often arranged too late, such as chilled drinks, enough power connections and serving equipment. Check quantities against your confirmed attendance before ordering or shopping.

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What to bring

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

Furniture

Meeting tablesqty 3
Chairsqty 20
Buffet table
Coat rack

Tableware

Coffee cupsqty 24
Water glassesqty 24
Wine glassesqty 24
Platesqty 24
Dessert platesqty 24
Cutlery setsqty 24
Serving spoonsqty 6
Small bowlsqty 8

Kitchen

Coffee maker
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 2
Serving traysqty 4
Cutting boardsqty 2
Bread knivesqty 2
Pliersqty 4

Equipment

Laptop
Projector
Projection screen
HDMI cableqty 2
Extension cordsqty 3
Power stripsqty 3
Microphone
Wall clock

Meeting materials

Flip chart
Flip chart paper
Markersqty 6
Ballpoint pensqty 24
Notepadsqty 24
Name badgesqty 24
Document foldersqty 24

Decorations

Table runnersqty 3
Flower arrangementsqty 3

Cleaning

Waste binsqty 3
Cleaning clothsqty 8
Dish brushesqty 2
Hand soap dispensersqty 2

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 1 box
- Green tea - 1 box
- Herbal tea - 1 box
- Sugar - 1 kilo
- Sweetener - 1 box
- Semi-skimmed milk - 4 liter
- Oat milk - 2 liter
- Lemons - 6 pieces
- Spa Blauw - 24 bottles
- Spa Rood - 12 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- White wine - 4 bottles
- Red wine - 3 bottles
- Beer - 24 bottles
- Alcohol-free beer - 12 bottles
- Baguettes - 10 pieces
- Whole grain bread - 4 loaves
- Butter - 500 grams
- Young cheese - 1 kilo
- Brie - 500 grams
- Hummus - 4 tubs
- Herb cream cheese - 3 tubs
- Smoked chicken breast - 500 grams
- Raw ham - 400 grams
- Egg salad - 3 tubs
- Cucumbers - 4 pieces
- Cherry tomatoes - 1 kilo
- Bell peppers - 6 pieces
- Mixed lettuce - 4 bags
- Grapes - 2 kilos
- Apples - 24 pieces
- Bananas - 18 pieces
- Paprika chips - 3 bags
- Plain chips - 3 bags
- Mixed nuts - 1 kilo
- Olives - 3 jars
- Mayonnaise - 1 bottle
- Mustard - 1 jar
- Ketchup - 1 bottle
- Olive oil - 1 bottle
- Balsamic vinegar - 1 bottle
- Salt - 1 pack
- Black pepper - 1 jar
- Herb spice mix - 1 jar
- Diet-friendly meal - 4 portions
- Vegetarian meal - 6 portions
- Vegan Meal - 3 servings
- Paper napkins - 100 pieces
- Paper towels - 4 rolls
- Garbage bags - 20 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet paper - 12 rolls
- Hand sanitizer - 2 bottles

Tips

Plan one water glass and one coffee cup per attendee, plus a small reserve of about 10% for replacements and late arrivals. Add wine glasses only if wine is actually being served.
For a half-day meeting, allow roughly 0.75 litres of water and two to three hot drinks per person. Chill drinks before participants arrive; coolers are useful when refrigerator space is limited.
Print the agenda and meeting documents at least one working day before the meeting. Bring digital copies on the laptop as a backup, and check that the HDMI cable works with the presentation equipment.
Provide one plate, dessert plate and cutlery set per person when food includes both a main item and dessert. Serving spoons, small bowls and serving trays prevent guests from having to handle shared food directly.
Count power points before setting up the room. Take extension cords and power strips for the laptop, projector, screen and microphone, and test the complete setup at least 30 minutes before registration starts.

Frequently asked questions

What should I buy for a works council meeting?: Plan drinks, coffee and tea, catering, tableware, printed meeting materials and presentation supplies. For equipment, check whether you need a laptop, projector, screen, HDMI cable, microphone and power extensions.
How much coffee and water do I need per person for a meeting?: For a half-day meeting, allow about two to three hot drinks and 0.75 litres of water per person. Add roughly 10% extra cups and glasses for replacements and late arrivals.
When should I order catering for a works council meeting?: Order catering at least three working days in advance, and earlier if you need to confirm dietary requirements. Finalise the attendee count and special diets before placing the order.
How early should I set up the meeting room?: Start room setup at least 60 minutes before participants arrive. Test the projector, laptop, microphone and cables no later than 30 minutes before registration begins.

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