Annual conference shopping list

Use this shopping list to prepare the physical side of an annual conference, from registration and catering supplies to presentation equipment. Confirm your final attendee count before buying disposable items, drinks and catering quantities. Check speaker and presentation requirements early so you can source adapters, microphones and power supplies before the event week. Also allow time to chill drinks, prepare coffee equipment and set up the registration table.

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What to bring

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

Furniture

Conference chairsqty 110
Tablesqty 16
Registration tablesqty 2
Buffet tablesqty 6
Lectern
Stage sectionsqty 4
Speaker chairsqty 4

Equipment

Laptopqty 2
Projector
Projection screen
Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Mixer
HDMI cablesqty 4
HDMI adaptersqty 4
Power stripsqty 8
Extension cordsqty 8
Presentation clickerqty 2
Power banksqty 4
Coolersqty 4
Thermos flasksqty 8
Coffee machinesqty 3
Kettlesqty 2

Tableware

Coffee cupsqty 120
Glassesqty 150
Wine glassesqty 120
Platesqty 130
Dessert platesqty 120
Cutlery setsqty 130
Serving spoonsqty 12
Small bowlsqty 16
Carafesqty 16
Serving traysqty 8

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 6
Serving spoonsqty 12
Buffet traysqty 12
Food warmersqty 6
Ice containersqty 4

Decorations

Tableclothsqty 16
Chair coversqty 110
Stage backdrop
Flower arrangementsqty 8
Flagsqty 6
Name badge holdersqty 110
Directional signsqty 12
Program boardsqty 4

Lighting

LED spotlightsqty 6
Mood lightingqty 4
Battery lanternsqty 6

Cleaning

Waste binsqty 8
Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Broom and dustpanqty 2
Cleaning glovesqty 8

Catering

Groceries
- Coffee beans - 3 kilograms
- Decaf coffee - 500 grams
- Black tea - 200 bags
- Herbal tea - 100 bags
- Green tea - 100 bags
- Hot chocolate - 4 liters
- Granulated sugar - 2 kilograms
- Sweetener - 300 pieces
- Semi-skimmed milk - 15 liters
- Oat milk - 6 liters
- Lemon slices - 3 kilogram
- Still mineral water - 100 bottles
- Sparkling mineral water - 80 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Apple juice - 12 liters
- Orange juice - 12 liters
- Tonic - 12 bottles
- Ginger beer - 12 bottles
- Alcohol-free beer - 48 bottles
- Pilsener - 120 bottles
- White wine - 18 bottles
- Red wine - 12 bottles
- Prosecco - 12 bottles
- Ice cubes - 20 kilograms
- Baguettes - 20 pieces
- Whole wheat bread - 12 loaves
- Mini croissants - 150 pieces
- Mini Buns - 180 pieces
- Unsalted butter - 2 kilograms
- Cream cheese - 2 kilograms
- Young cheese - 4 kilograms
- Brie - 2 kilograms
- Cooked ham - 3 kilograms
- Smoked chicken breast - 2 kilograms
- Hummus - 3 kilograms
- Avocado spread - 2 kilogram
- Strawberry jam - 2 jars
- Honey - 2 jars
- Cucumbers - 3 kilograms
- Tomatoes - 4 kilogram
- Arugula - 1 kilogram
- Mixed lettuce - 4 kilograms
- Cherry tomatoes - 3 kilograms
- Peppers - 3 kilograms
- Red onions - 1 kilogram
- Olives - 2 kilograms
- Feta - 2 kilograms
- Parmesan cheese - 1 kilogram
- Balsamic vinegar - 2 bottles
- Olive oil - 3 bottles
- Dressing - 3 bottles
- Chicken breast - 12 kilograms
- Salmon fillet - 8 kilogram
- Vegetarian burgers - 40 pieces
- Potatoes - 15 kilogram
- Rice - 8 kilograms
- Pasta - 8 kilograms
- Tomato sauce - 8 liters
- Cream sauce - 6 liters
- Grilled vegetables - 10 kilograms
- Broccoli - 6 kilogram
- Carrots - 5 kilograms
- Vegetarian gravy - 4 liters
- Salt - 500 grams
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Garlic powder - 250 grams
- Italian herbs - 250 grams
- Mayonnaise - 3 liters
- Ketchup - 3 liters
- Mustard - 2 liters
- Chili sauce - 1 liter
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Mixed nuts - 4 kilograms
- Snacks - 4 kilogram
- Grapes - 6 kilograms
- Apples - 100 pieces
- Bananas - 80 pieces
- Oranges - 60 pieces
- Melons - 6 pieces
- Yogurt - 8 kilograms
- Muesli - 4 kilograms
- Honey cake - 6 packs
- Brownies - 150 pieces
- Mini muffins - 150 pieces
- Cookies - 8 kilograms
- Chocolate - 4 kilograms
- Paper napkins - 600 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 80 pcs
- Dishwasher tablets - 60 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 6 packs
- Sponges - 12 pieces
- Microfiber cloths - 20 pieces
- Hand soap - 8 bottles
- Hand sanitizer - 8 bottles
- Paper towels - 12 packs

Tips

Buy or reserve tableware for the confirmed guest count, then add 5–10% extra for breakage, spills and unexpected attendees. Check separately that you have coffee cups, glasses, wine glasses, plates, dessert plates and complete cutlery sets.
Plan drinks by service period: allow roughly 2–3 drinks per person during the first hour, then 1 drink per person per hour. Chill the first batch several hours before doors open and keep coolers ready for restocking.
Check every presentation laptop and projector connection at least 24 hours before the conference. Keep HDMI cables, HDMI adapters, a presentation clicker and power banks together rather than leaving them in separate storage areas.
Count the power points needed for the laptop, projector, mixer, coffee machines, kettles and charging stations before arranging the room. Bring power strips and extension cords, but keep cables away from walkways and the registration table.
Prepare the registration area before attendees arrive: set out registration tables, name badges and the updated participant list, and keep spare pens and the run sheet nearby. Have coffee machines, kettles and thermos flasks ready before the first break, not during it.

Frequently asked questions

How many drinks do I need for an annual conference?: Plan for about 2–3 drinks per person in the first hour and 1 drink per person for each additional hour. Add 5–10% extra if attendance is uncertain or the programme includes a reception.
How much tableware should I buy for a conference?: Use the confirmed catering number as your base and add 5–10% spare tableware. Count coffee cups, glasses, wine glasses, plates, dessert plates and full cutlery sets separately, because each is used at a different point in the programme.
When should I check conference presentation equipment?: Check the laptop, projector, screen, microphones, mixer, HDMI connections and clicker at least 24 hours before the event. Ask speakers for their final presentations no later than the day before, so compatibility problems can still be fixed.
What should I prepare for conference registration?: Set up the registration table at least 60 minutes before attendee arrival. Place the updated participant list, name badges and writing materials there, and keep the printed run sheet and spare power banks within reach.

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