What you need for an art lecture

An art lecture needs more than chairs and a projector. Plan the items that help guests register, sit comfortably, follow the presentation and get coffee, tea, water and snacks without delays. Use your registration numbers to calculate cups, glasses, plates and refreshments, then check which equipment the venue already provides. Arrange deliveries and equipment checks at least one week before the lecture, especially for the projector, microphone, speakers and cables.

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What to bring

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

Furniture

Chairsqty 60
Tablesqty 8
Speaker table
High tablesqty 4
Clothes racksqty 2

Tableware

Coffee cupsqty 60
Water glassesqty 60
Platesqty 60
Cutlery setsqty 60
Serving traysqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Serving spoonsqty 6

Equipment

Projector
Projection screen
Laptop
Wireless microphoneqty 2
Speakersqty 2
Microphone stand
HDMI cablesqty 2
Extension cordsqty 4
Power stripsqty 4
Presentation clicker
Flip chart
Flipchart markersqty 8

Decorations

Tableclothsqty 8
Name badgesqty 60
Information boardsqty 4
Photo framesqty 6

Lighting

LED lampsqty 6
Mood lightingqty 2

Cleaning

Waste binsqty 4
Cleaning bucketsqty 2
Mopsqty 2
Broom and dustpanqty 2

Catering

Groceries
- Regular coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Green tea - 1 box
- Granulated sugar - 2 packs
- Sweetener - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Coffee milk - 2 bottles
- Spa Blue - 48 bottles
- Spa Rood - 24 small bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Orange juice - 6 liters
- Apple juice - 4 liter
- White beer - 24 bottles
- Alcohol-free beer - 12 bottles
- Dry White Wine - 6 bottles
- Non-alcoholic wine - 2 bottles
- Paprika chips - 3 bags
- Plain chips - 3 bags
- Salted nuts - 3 bags
- Olives - 4 jars
- Hummus - 6 tubs
- Cucumber - 6 pieces
- Carrots - 3 kilogram
- Grapes - 4 kilograms
- Apples - 50 pieces
- Cherry tomatoes - 2 kilograms
- Baguettes - 8 pieces
- Whole grain crackers - 6 packs
- Cream cheese - 2 kilograms
- Young cheese - 2 kilograms
- Brie - 1 kilogram
- Vegetarian quiche - 6 pieces
- Gluten-free crackers - 2 packs
- Vegan vegetable spread - 4 tubs
- Mayonnaise - 1 jar
- Mustard - 1 jar
- Honey - 1 jar
- Cocktail sticks - 2 boxes
- Paper napkins - 200 pieces
- Paper towels - 6 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 6 pieces
- Microfiber cloths - 10 pieces
- Toilet paper - 24 rolls
- Hand soap - 3 bottles

Tips

Plan one chair per registered guest, plus 5% extra if space allows. Set out tables for registration, refreshments and the speaker rather than relying on one surface for everything.
For a two-hour lecture, allow 2 coffee or tea servings per person and at least 500 ml of water per person. Add extra cups and glasses for late arrivals and anyone who has more than one drink.
Prepare one plate and one cutlery set per guest if food is served, plus 10% extra. Serving trays and serving spoons are easy to overlook, so include them in the shopping check rather than borrowing them at the last minute.
Confirm the presentation connection 3–5 days before the event. Pack the laptop, projector, screen, clicker, HDMI cables, extension cords and power strips together, and bring a backup cable if the venue permits.
Buy or prepare name badges and information boards before registration opens. Allow one badge per attendee plus 10% spare, and keep tablecloths, markers and signage with the registration materials so they arrive at the venue together.

Frequently asked questions

How many chairs do I need for an art lecture?: Start with one chair per registered guest and add 5% spare capacity. For 80 attendees, that means 84 chairs; check the room layout before ordering more.
How much coffee and tea should I buy for an art lecture?: For a two-hour lecture, plan two servings per person, split between coffee and tea according to your audience. For 50 guests, prepare about 100 servings and provide at least 500 ml of water per person.
What presentation equipment is needed for an art lecture?: Bring a projector, projection screen, laptop, presentation clicker, HDMI cables, extension cords and power strips. Test the full setup 3–5 days beforehand and test it again when the venue opens.
When should I buy supplies for an art lecture?: Buy non-perishable tableware, badges, signage and serving items at least one week ahead. Purchase chilled drinks and fresh snacks 1–2 days before the lecture, then chill drinks before guests arrive.

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