Annual conference shopping list
A conference shopping list covers more than coffee and lunch. You need enough tableware for every meal, reliable presentation equipment, registration supplies and clear signs for guests moving between rooms. Plan drinks separately for arrival, breaks and lunch, and check dietary requirements before placing the catering order. Use this list alongside your confirmed attendance figures, room layout and speaker requirements so missing adapters, cables or name badges do not become a last-minute problem.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Conference chairsqty 120
- Tablesqty 18
- Stage sectionsqty 4
- Speaker table
- Reception tablesqty 4
- Buffet tablesqty 6
- Coat racksqty 3
Equipment
- Projectorqty 2
- Projection screenqty 2
- Laptopsqty 3
- Wireless microphonesqty 4
- Microphone standsqty 2
- Speakersqty 4
- Mixer
- HDMI cablesqty 6
- USB-C adaptersqty 6
- Power stripsqty 10
- Extension cordsqty 10
- Presentation clickerqty 2
- Wi-Fi routersqty 2
Tableware
- Coffee cupsqty 130
- Water glassesqty 130
- Wine glassesqty 130
- Platesqty 130
- Forksqty 130
- Knivesqty 130
- Spoonsqty 130
Kitchen
- Coffee machinesqty 4
- Kettlesqty 3
- Thermos flasksqty 8
- Coolersqty 6
- Serving traysqty 8
- Soup ladlesqty 4
- Serving spoonsqty 8
- Cutting boardsqty 4
- Chef’s knives and bread knivesqty 6
Decorations
- Tableclothsqty 18
- Stage backdrop
- Logo and sponsor bannersqty 6
- Name badgesqty 130
- Badge holdersqty 130
- Program bookletsqty 130
- Notepadsqty 130
- Ballpoint pensqty 150
- Directional signsqty 12
- Aprons for the reception deskqty 2
Lighting
- LED spotlightsqty 8
- Atmosphere lightsqty 10
Cleaning
- Vacuum cleanerqty 2
- Mopsqty 3
- Bucketsqty 3
- Waste binsqty 10
- Hand soap dispensersqty 6
- Towel dispensersqty 6
Catering
- Groceries
- Coffee beans - 4 kilos
- Tea bags - 300 pieces
- Black tea - 100 tea bags
- Green tea - 60 bags
- Herbal tea - 60 tea bags
- Rooibos tea - 40 bags
- Sugar - 3 kilos
- Sweetener - 300 pieces
- Semi-skimmed milk - 20 liters
- Oat milk - 8 liters
- Lemons - 4 kilos
- Still water - 120 bottles
- Sparkling water - 120 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Ice tea - 18 bottles
- Apple juice - 12 cartons
- Orange juice - 12 cartons
- Tonic - 12 bottles
- Bitter lemon - 12 bottles
- Beer - 8 crates
- Alcohol-free beer - 3 cases
- Red wine - 18 bottles
- White wine - 18 bottles
- Rosé - 8 bottles
- Sparkling wine - 8 bottles
- Ice cubes - 20 kilo
- Croissants - 150 pieces
- Mini muffins - 150 pieces
- Whole wheat bread - 12 loaves
- White bread - 10 loaves
- Multigrain Bread - 10 loaves
- Mini rolls - 250 pieces
- Unsalted butter - 3 kilo
- Cream cheese - 3 kilos
- Young cheese - 5 kilos
- Aged cheese - 4 kilos
- Ham - 4 kilos
- Smoked chicken breast - 3 kilos
- Hummus - 4 kilos
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Cucumber - 6 kilo
- Tomatoes - 8 kilo
- Arugula - 2 kilos
- Mixed lettuce - 5 kilos
- Bell peppers - 4 kilo
- Red onion - 2 kilos
- Carrots - 4 kilos
- Grapes - 8 kilos
- Apples - 120 pieces
- Bananas - 100 pieces
- Mandarins - 100 pieces
- Melons - 8 pieces
- Mixed nuts - 3 kilo
- Raisins - 2 kilos
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Snacks - 8 bags
- Olives - 4 kilos
- Pickles - 3 jars
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 3 jars
- Pesto - 2 jars
- Balsamic vinegar - 2 bottles
- Olive oil - 2 liters
- Pasta - 10 kilos
- Pesto sauce - 5 jars
- Tomato sauce - 8 jars
- Parmesan cheese - 2 kilos
- Vegetarian balls - 6 kilos
- Chicken breast - 8 kilos
- Rice - 8 kilo
- Vegetable stock - 2 boxes
- Mushrooms - 5 kilos
- Zucchini - 5 kilos
- Broccoli - 5 kilo
- Spice mix - 6 jars
- Black pepper - 2 jars
- Salt - 2 kilos
- Egg-free mayonnaise - 2 bottles
- Gluten-free rolls - 20 pieces
- Vegan spread - 2 kilos
- Vegan desserts - 20 pieces
- Desserts - 120 pieces
- Cookies - 8 kilos
- Coffee creamer cups - 400 pieces
- Stir sticks - 400 pieces
- Paper napkins - 500 pieces
- Paper towels - 12 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Dish soap - 5 liters
- All-purpose cleaner - 5 liters
- Glass cleaner - 2 liters
- Disinfectant spray - 3 bottles
- Sponges - 20 pieces
- Microfiber cloths - 30 pieces
- Rubber gloves - 12 pairs
- Air freshener - 6 spray cans
Tips
- Plan tableware for the highest number of guests eating at the same time, then add 10% extra plates, cups, glasses, forks, knives and spoons. This covers breakage, dropped items and guests taking a second serving.
- For coffee service, provide one cup per expected serving and keep spare cups available for at least 10% of attendees. Prepare coffee machines, kettles and thermos flasks before the first arrival rather than waiting for the opening session.
- Check every presentation laptop against the required HDMI and USB-C connections at least 24 hours before the conference. Pack spare HDMI cables, USB-C adapters, power strips and extension cords in the room where they will be used.
- Prepare name badges for every registered attendee, speaker and organiser, with at least 5 blank badges for late registrations or corrections. Keep pens and the badges at the reception desk so changes can be made during check-in.
- Match drinks and glassware to the programme, not just the guest count: arrival drinks, coffee breaks, lunch and any reception may need different serving items. Chill drinks before guests arrive and place route signs where visitors change rooms or look for the reception desk.
Frequently asked questions
- What should I buy for an annual conference?
- Buy or arrange seating, tables, registration supplies, name badges, catering, drinks, tableware and presentation equipment. For the technical setup, check the projector, screen, laptops, microphones, speakers, mixer, cables, adapters and power supplies at least 24 hours before the event.
- How many conference chairs and tables do I need?
- Start with one chair for every confirmed attendee, speaker and organiser who will sit in the room, then add about 5% spare chairs. Choose tables according to the final room layout, including separate reception, buffet and speaker tables rather than counting only the audience seating.
- How much tableware do I need for a conference?
- Use the largest number of people eating at one time as your base quantity and add 10% extra plates, cups, glasses, forks, knives and spoons. If guests will use fresh items at multiple meals, plan a separate quantity for each service or confirm the caterer’s replacement schedule.
- When should I prepare the conference shopping list?
- Create the first list when registration opens, then update quantities after dietary requirements and registrations are processed. Finalise catering and consumable quantities at least 3 to 5 days before the conference, while checking equipment and cables no later than 24 hours beforehand.
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