What to buy for a youth council meeting
A youth council meeting needs more than chairs and a projector. Plan food and drinks around the meeting length, then check serving items, coffee supplies and presentation equipment before shopping. Name badges, discussion materials and dietary requirements are easy to overlook because they are handled separately from catering. Use this list alongside the event plan so everything is ready before attendees arrive.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 8
- Chairsqty 36
- Reception desk
- Buffet tableqty 2
- High tablesqty 3
Tableware
- Dinner platesqty 36
- Bowlsqty 36
- Glassesqty 48
- Coffee cupsqty 36
- Forksqty 36
- Knivesqty 36
- Spoonsqty 36
- Serving bowlsqty 8
- Serving spoonsqty 8
Equipment
- Projector
- Projection screen
- Laptop
- HDMI cableqty 2
- Extension cordsqty 4
- Power stripsqty 4
- Portable speaker
- Wireless microphone
- Flip chartsqty 4
- Flipchart markersqty 24
- Pensqty 40
- Notepadsqty 36
Kitchen
- Coffee makerqty 2
- Kettlesqty 2
- Thermos flasksqty 4
- Cutting boardsqty 3
- Bread knivesqty 3
- Coolersqty 3
- Pliersqty 4
- Serving spoonsqty 4
Decorations
- Name badge holdersqty 36
- Tableclothqty 8
- Wayfinding signsqty 4
- Sticky notesqty 12
- Color stickersqty 6
Lighting
- Desk lampsqty 4
Cleaning
- Dustpan and brushqty 2
- Bucketsqty 2
- Mopsqty 2
Catering
- Groceries
- Coffee - 3 packs
- Tea assortment - 4 boxes
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Sugar - 1 kilo
- Mints - 1 box
- Honey - 1 jar
- Spa Blauw - 6 bottles
- Spa Red - 4 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Ice tea - 4 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Lemons - 6 pieces
- Mini currant buns - 40 pieces
- Whole wheat bread - 5 loaves
- Wraps - 40 pieces
- Cream cheese - 4 tubs
- Hummus - 6 tubs
- Young cheese - 2 kilos
- Chicken breast slices - 1.5 kilos
- Smoked salmon - 750 grams
- Avocados - 10 pieces
- Cucumbers - 8 pieces
- Tomatoes - 2 kilos
- Bell peppers - 10 pieces
- Arugula - 6 bags
- Corn - 6 cans
- Feta cheese - 1 kilo
- Olives - 3 jars
- Pasta salad - 4 kilo
- Yogurt dressing - 3 bottles
- Pesto - 3 jars
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Salted popcorn - 3 bags
- Apples - 30 pieces
- Bananas - 30 pieces
- Grapes - 3 kilos
- Cookies - 5 packs
- Diet cookies - 2 packs
- Paper napkins - 5 packs
- Paper towels - 4 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 6 pieces
- Microfiber cloths - 10 pieces
- Hand soap - 3 bottles
Tips
- Plan two to three drinks per person for the first hour, then one drink per person for each additional hour. Include water as well as coffee or tea, and chill drinks before guests arrive.
- For a meeting with food, allow one main serving per attendee plus about 10% extra. Confirm dietary requirements before ordering or shopping, rather than trying to identify suitable options at the buffet.
- Count tableware against the attendance list: one dinner plate, bowl, glass, coffee cup, fork, knife and spoon per person, plus at least 10% spare. Serving bowls and serving spoons are needed separately from guest place settings.
- Check presentation equipment at least one day before the meeting. Test the laptop, projector, projection screen, HDMI cable, portable speaker and wireless microphone together, and pack extension cords and power strips.
- Prepare the reception table before setup starts by bringing the attendance list and name badges. Put badges in alphabetical order and keep a few blank ones available for late registrations or spelling corrections.
Frequently asked questions
- How much food should I buy for a youth council meeting?
- Allow one main serving per attendee and add around 10% extra. For a 30-person meeting, that means planning for approximately 33 servings, with separate options based on the dietary requirements collected in advance.
- How many drinks do I need for a youth council meeting?
- Plan two to three drinks per person during the first hour, followed by one drink per person for every additional hour. For 30 attendees at a two-hour meeting, prepare roughly 90 to 120 drinks, including water.
- What coffee supplies are needed for a youth council meeting?
- Bring a coffee maker, kettles, thermos flasks, coffee cups, spoons and enough coffee or tea for the full meeting. As a starting point, allow two hot drinks per person for a two-hour session, plus a small reserve.
- When should I check the shopping list for a youth council meeting?
- Check it at least two days before the meeting, after registrations and dietary requirements have been updated. Do the shopping no later than the day before, and chill drinks and arrange serving items during setup.
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