What you need for an anniversary conference

An anniversary conference needs more than chairs and a presentation screen. You will need separate setups for registration, refreshments, speakers, catering, and the main programme. Use the quantities in your event plan as the starting point, then add a small buffer for late registrations, replacement name badges, and shared equipment. Check dietary requirements before placing the catering order, and test every cable, microphone, and presentation file before guests arrive.

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What to bring

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

Furniture

Conference chairsqty 100
Tablesqty 14
Buffet tablesqty 4
Registration desk
Lectern
Stage sectionsqty 4
Coat racksqty 3

Tableware

Dinner platesqty 110
Dessert platesqty 110
Coffee cupsqty 100
Water glassesqty 120
Wine glassesqty 110
Coffee spoonsqty 110
Dinner cutlery setsqty 110
Serving spoonsqty 12
Serving boardsqty 10
Small bowlsqty 20

Equipment

Projector
Projection screen
Laptop
Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Mixer
Extension cordsqty 8
Power stripsqty 8
HDMI cablesqty 3
Presentation clicker
Flip chartqty 2
Flipchart markersqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 4
Ice containersqty 3
Cutting boardsqty 4
Chef's knivesqty 4
Serving tongsqty 8
Serving plattersqty 12

Decorations

Balloonsqty 100
Balloon standsqty 4
Anniversary bannerqty 2
Table runnersqty 14
Flower arrangementsqty 8
Name badgesqty 100
Name badge holdersqty 100
Directional signsqty 10

Lighting

LED string lightsqty 6
LED spotlightsqty 4

Cleaning

Waste binsqty 8
Mop setsqty 2
Broom setsqty 2
Vacuum cleaner

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Green tea - 1 box
- Herbal tea - 1 box
- Sugar - 2 kilograms
- Sweetener - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Still mineral water - 60 bottles
- Sparkling mineral water - 48 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Ginger ale - 6 bottles
- Apple juice - 8 liters
- Orange juice - 8 liters
- Beer - 96 bottles
- Alcohol-free beer - 36 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Alcohol-free wine - 4 bottles
- Bubbles - 6 bottles
- Ice cubes - 15 kilograms
- Butter - 1 kilogram
- Baguettes - 12 pieces
- Mini croissants - 100 pieces
- Mini chocolate croissants - 100 pieces
- Whole grain bread - 8 loaves
- White rolls - 100 pieces
- Whole grain buns - 80 pieces
- Ham - 3 kilograms
- Cheese - 4 kilogram
- Smoked chicken breast - 2 kilograms
- Hummus - 2 kilograms
- Cream cheese - 2 kilograms
- Young cheese slices - 2 kilograms
- Jam - 4 jars
- Chocolate sprinkles - 2 packs
- Cucumbers - 12 pieces
- Tomatoes - 4 kilogram
- Lettuce - 8 heads
- Peppers - 3 kilograms
- Arugula - 1 kilogram
- Cherry tomatoes - 3 kilograms
- Red onions - 1 kilogram
- Olives - 2 kilograms
- Grapes - 5 kilograms
- Apples - 80 pieces
- Bananas - 60 pieces
- Mandarins - 60 pieces
- Mixed nuts - 2 kilograms
- Raisins - 1 kilogram
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted crackers - 8 packs
- Rice crackers - 6 packs
- Savory nuts - 6 bags
- Bitterballen - 300 pieces
- Mini spring rolls - 200 pieces
- Vegetarian snacks - 200 pieces
- Garlic sauce - 2 bottles
- Mustard - 2 jars
- Mayonnaise - 3 jars
- Ketchup - 3 bottles
- Balsamic vinegar - 1 bottle
- Olive oil - 2 liters
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Italian herbs - 1 jar
- Pasta salad - 10 kilogram
- Potato salad - 8 kilograms
- Mixed green salad - 8 kilograms
- Grilled vegetables - 6 kilograms
- Chicken skewers - 100 pieces
- Vegetarian vegetable skewers - 60 pieces
- Quiche slices - 100 pieces
- Mini sandwiches - 100 pieces
- Vegetarian lasagna - 6 kilogram
- Dessert cups - 100 pieces
- Chocolate mousse - 8 kilograms
- Fresh fruit - 8 kilograms
- Anniversary cake - 1 cake for 100 people
- Whipped cream - 2 liters
- Mini petit fours - 120 pieces
- Milk chocolate - 2 kilogram
- Napkins - 500 pieces
- Paper coffee filters - 3 packs
- Stirrers - 300 pieces
- Cocktail picks - 500 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Trash bags - 3 rolls
- Paper towels - 8 rolls
- Toilet paper - 48 rolls
- Liquid hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Dish soap - 3 bottles
- Sponges - 12 pieces
- Cleaning cloths - 12 pieces

Tips

Order seating for the confirmed attendee count, plus 5% spare capacity where the venue allows it. Include separate tables for registration, buffet service, and speakers rather than moving one table during the programme.
Plan two to three drinks per person for the first hour, then one drink per person for each additional hour. Chill water and other drinks at least 3 hours before doors open, because warm drinks are easy to overlook when the focus is on catering.
Prepare one name badge for every registered participant, speaker, and organiser, plus 10 blank badges for late changes. Keep spare pens and the printed participant list at the registration table.
Allow one working microphone for each person speaking at the same time, plus one spare if the programme includes audience questions. Test the wireless microphones, speakers, mixer, projector, HDMI cables, and presentation clicker together at least 60 minutes before opening.
Buy or collect serving items separately from dining items: serving spoons, boards, bowls, coffee spoons, glasses, and plates are often missing even when the caterer supplies the food. Confirm who provides these items no later than 7 days before the conference.

Frequently asked questions

How many drinks do I need for an anniversary conference?: Budget two to three drinks per person for the first hour, followed by about one drink per person per additional hour. Add 10% if the venue has limited nearby shops or if the conference runs through a warm afternoon.
How many name badges should I buy for a conference?: Prepare one badge for every registered guest, speaker, and organiser, then add 10 blank badges for corrections and late registrations. Print the final participant list 1 day before the event and keep blank badges at registration.
How early should I order conference catering?: Confirm the catering order at least 7 days before the conference, including dietary requirements and serving times. Recheck the final headcount and special meals 48 hours before the event.
What presentation equipment do I need for an anniversary conference?: Plan for a laptop, projector, projection screen, HDMI cables, extension cords, power strips, presentation clicker, microphones, speakers, and a mixer. Test the complete setup at least 60 minutes before guests arrive and keep a backup presentation copy on a second device.

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