What to Buy for an Academic Conference

An academic conference needs more than chairs and a projector. You will need supplies for registration, presentations, catering, speaker support and the long gaps between sessions. Plan drinks for the first hour separately from the rest of the day, and check whether your venue already provides coffee machines, microphones or extension cords before buying or hiring anything. This checklist helps you match purchases to your attendee count and avoid missing small items that become urgent on the event day.

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What to bring

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

Furniture

Conference tablesqty 12
Chairsqty 110
Reception table
Buffet tablesqty 4
Speaker chairsqty 6

Equipment

Projector
Projection screen
Laptop
Presentation clicker
Wireless microphonesqty 3
Microphone stand
Speakersqty 2
Extension cordsqty 6
Power stripsqty 6
USB sticksqty 3
Power banksqty 4

Tableware

Coffee cupsqty 120
Water glassesqty 120
Wine glassesqty 120
Platesqty 120
Cutlery setsqty 120
Serving traysqty 12
Serving spoonsqty 8

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Coolersqty 4
Thermos flasksqty 6
Cutting boardsqty 3
Chef's knifeqty 3
Pliersqty 6
Measuring cupsqty 2

Decorations

Tableclothsqty 12
Name badgesqty 120
Name badge holdersqty 120
Pensqty 130
Program leafletsqty 120
Directional signsqty 10
Registration sign
Table numbersqty 12
Certificatesqty 110

Cleaning

Waste binsqty 6
Trash bag holdersqty 6
Bucketsqty 3
Mopsqty 3
Broomqty 2
Dustpan and brushqty 2

Catering

Groceries
- Coffee beans - 3 kilograms
- Tea bags - 250 pieces
- Decaf coffee - 500 grams
- Sugar - 2 kilograms
- Sweeteners - 200 pieces
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lemon - 2 kilogram
- Still mineral water - 120 bottles
- Sparkling mineral water - 80 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange juice - 20 liters
- Apple juice - 15 liters
- White wine - 18 bottles
- Red wine - 12 bottles
- Alcohol-free beer - 48 bottles
- Beer - 72 bottles
- Baguettes - 25 pieces
- Whole wheat bread - 12 loaves
- Mini croissants - 120 pieces
- Mini rolls - 180 pieces
- Unsalted butter - 2 kilograms
- Mild cheese - 3 kilograms
- Brie - 2 kilograms
- Hummus - 3 kilograms
- Cream cheese - 2 kilograms
- Chicken breast slices - 2 kilograms
- Smoked salmon - 1 kilogram
- Tomatoes - 4 kilogram
- Cucumbers - 3 kilograms
- Lettuce - 10 heads
- Bell peppers - 3 kilograms
- Carrots - 3 kilogram
- Red onion - 1 kilogram
- Olives - 2 kilograms
- Grapes - 5 kilograms
- Apples - 100 pieces
- Bananas - 80 pieces
- Mixed nuts - 3 kilogram
- Muesli bars - 120 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 5 kilograms
- Mayonnaise - 2 liter
- Mustard - 1 liter
- Ketchup - 1 liter
- Balsamic dressing - 2 liters
- Olive oil - 1 liter
- Salt - 500 grams
- Pepper - 250 gram
- Fresh basil - 10 bunches
- Vegetarian sandwiches - 40 pieces
- Vegan sandwiches - 20 pieces
- Gluten-free rolls - 10 pieces
- Mini pastries - 150 pieces
- Napkins - 600 pieces
- Paper Coffee Filters - 200 pieces
- Stirrers - 300 pieces
- Cocktail picks - 200 pieces
- Dish soap - 2 bottles
- Dishwasher tablets - 60 pieces
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 50 pieces

Tips

Plan two to three drinks per person for the first hour, then one drink per person for each additional hour. Include water alongside coffee, tea and other refreshments, and chill drinks before the venue opens.
Provide one coffee cup, one water glass and one plate per attendee for each service round, plus at least 10% extra. For a 100-person conference, that means starting with 110 of each frequently used item.
Prepare one name badge and one certificate for every registered participant who should receive one, with at least 5% spare badges for late registrations or damaged prints. Keep blank inserts and pens at the registration desk.
Bring presentation backups on at least two USB sticks and keep one copy on the presentation laptop. Test the projector, screen, clicker and every microphone before registration opens, not when the first speaker is waiting.
Count power points before setup and pack enough extension cords and power strips to reach the registration desk, presentation area and catering tables. Charge power banks and prepare a spare microphone battery set the day before.

Frequently asked questions

How many drinks do I need for an academic conference?: Budget two to three drinks per person for the first hour, followed by about one drink per person per additional hour. Add roughly 10% extra when attendance is not fixed or when the program runs longer than planned.
How much tableware should I buy for a conference?: Use one coffee cup, water glass and plate per person per service round, then add at least 10% spare. For 80 attendees and two refreshment rounds, prepare about 176 cups, glasses and plates if items are not washed between rounds.
What presentation equipment should I bring to an academic conference?: Bring a laptop, projector, projection screen, presentation clicker, microphones, speakers, extension cords and power strips unless the venue confirms these in writing. Save the presentations to two USB sticks and test the complete setup at least 60 minutes before the first session.
When should I finalize catering quantities for a conference?: Confirm the catering order at least 3 to 5 working days before the event, after registration and dietary requirements have been checked. Keep a final attendee count and the dietary list at the registration or catering desk.

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