Annual conference shopping list

Use this list to prepare the physical supplies for an annual conference, from seating and presentation equipment to coffee service and dining tableware. Plan quantities from your confirmed attendee list, then add a small buffer for late registrations, damaged items and staff use. Check every presenter’s laptop and connection needs before the event, and test microphones, cables and power points during setup. The items below support registration, sessions, breaks, meals and speaker preparation without duplicating the event task list.

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What to bring

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

Furniture

Chairsqty 165
Tablesqty 22
High tablesqty 18
Speaker table
Changing room rackqty 2

Equipment

Projectorqty 2
Projection screenqty 2
Laptopqty 2
Presentation clickerqty 2
Microphonesqty 4
Speakersqty 2
Mixer
Extension cordsqty 8
Power stripsqty 8
Charging cablesqty 6

Tableware

Dinner platesqty 180
Dessert platesqty 180
Coffee cupsqty 180
Water glassesqty 200
Wine glassesqty 180
Cutlery setsqty 180

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 6
Serving plattersqty 20
Serving tongsqty 12
Food warmersqty 8

Decorations

Tableclothsqty 22
Flower arrangementsqty 12
Name badgesqty 12

Lighting

Atmosphere lightsqty 12

Materials

Name badgesqty 165
Lanyardsqty 165
Program bookletsqty 165
Notepadsqty 165
Ballpoint pensqty 180
Registration listsqty 6
Pensqty 24
Tapeqty 6
Scissorsqty 4
Markersqty 12
Name stickersqty 40
Directional signsqty 18

Cleaning

Waste binsqty 12
Microfiber clothsqty 12
Bucketsqty 4
Mopsqty 4
Vacuum cleanerqty 2

Catering

Groceries
- Coffee beans - 3 kilograms
- Black tea - 8 boxes
- Herbal tea - 4 boxes
- Sugar - 3 kilograms
- Milk - 20 liters
- Oat milk - 8 liters
- Lemon - 5 kilograms
- Still mineral water - 100 liters
- Sparkling mineral water - 60 liter
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Iced tea - 18 bottles
- Beer - 8 crates
- Alcohol-free beer - 3 cases
- White wine - 24 bottles
- Red wine - 18 bottles
- Prosecco - 12 bottles
- Grape juice - 12 liters
- Orange juice - 20 liters
- Apple juice - 12 liters
- Mini croissants - 180 pcs
- Mini rolls - 180 pieces
- Unsalted butter - 2 kilograms
- Mild cheese - 3 kilograms
- Aged cheese - 3 kilograms
- Ham - 2 kilograms
- Chicken breast slices - 2 kilogram
- Hummus - 2 kilograms
- Cream cheese - 2 kilograms
- Jam - 6 jars
- Honey - 3 jars
- Cucumber - 5 kilograms
- Tomatoes - 5 kilograms
- Lettuce - 12 heads
- Bell peppers - 4 kilograms
- Carrots - 4 kilograms
- Grapes - 8 kilograms
- Apples - 10 kilograms
- Bananas - 8 kilograms
- Berries - 4 kilograms
- Mixed nuts - 3 kilogram
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Olives - 4 kilograms
- Spiced nuts - 4 kilograms
- Toast - 12 packs
- Herb cheese - 2 kilograms
- Seasoned chicken - 12 kilograms
- Vegetarian burgers - 50 pieces
- Beef croquettes - 180 pieces
- Potato salad - 15 kilogram
- Green Salad - 15 kilograms
- Pasta salad - 15 kilograms
- Bread - 12 kilograms
- Garlic sauce - 4 liters
- Mayonnaise - 4 liters
- Ketchup - 4 liters
- Mustard - 2 liters
- Olive oil - 2 liters
- Pepper - 500 grams
- Salt - 500 grams
- Paprika powder - 250 gram
- Garlic powder - 250 grams
- Coffee filters - 3 packs
- Ice cubes - 20 kilograms
- Napkins - 600 pieces
- Paper cups - 300 pieces
- Straws - 300 pieces
- Aluminum foil - 3 rolls
- Cling film - 3 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Trash bags - 60 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Hand soap - 8 bottles
- Toilet paper - 48 rolls

Tips

Plan one chair per registered attendee, plus 5–10% extra for speakers, staff and last-minute seating changes. Use high tables in networking or break areas rather than replacing all seated tables.
Allow one microphone for each active speaker or panel position, with at least one spare microphone available. Confirm whether the venue supplies the mixer and speakers; otherwise include both in the equipment order.
For presentations, prepare one projector, one screen, one presentation laptop and one clicker per main room. Bring the final slide files on the laptop and test every adapter, extension cord and power strip before doors open.
For a full-day conference, plan at least two coffee or refreshment service points if attendees exceed 50, and keep spare coffee cups, water glasses and serving utensils available for the final break.
Match dining tableware to the confirmed catering count, then add 10% extra plates, glasses and cutlery. Send the final dietary list to catering at least 3–5 working days before the event so special meals are not missed.

Frequently asked questions

How many chairs do I need for an annual conference?: Start with one chair per confirmed attendee, then add 5–10% extra. For 100 attendees, that means 105–110 chairs, with additional seating for speakers and staff if they sit separately.
What AV equipment is needed for a conference presentation?: For each main presentation room, plan one projector, one projection screen, one laptop and one clicker. Provide microphones, speakers and a mixer based on room size, and keep at least one spare microphone and the required cables on site.
How much tableware should I buy for a conference meal?: Use the confirmed catering count as your base and add 10% extra. For 100 diners, prepare at least 110 dinner plates, dessert plates, glasses and cutlery sets, adjusted for the number of courses and drinks served.
When should I confirm conference catering quantities?: Confirm the final catering number 3–5 working days before the conference, after checking registrations and dietary requirements. Keep a small buffer for late changes and make sure the updated dietary list reaches the caterer at the same time.

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