What you need for an artist presentation

An artist presentation needs more than chairs and a screen. You will need tableware for drinks and catering, reliable presentation equipment, printed materials, and a safe way to move and display artwork. Check quantities against your guest registrations and room layout before shopping. Order catering and reserve technical supplies early, then test every presentation file and cable before the event day.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Stoolsqty 6
Coat racksqty 2
Clothes hangersqty 80
Bollardsqty 6

Tableware

Water glassesqty 80
Wine glassesqty 80
Coffee cupsqty 60
Platesqty 80
Cake platesqty 80
Forksqty 80
Knivesqty 40
Spoonsqty 80
Serving spoonsqty 8
Serving traysqty 8
Small bowlsqty 12
Carafesqty 8

Equipment

Projector
Projection screen
Laptop
Microphonesqty 2
Speakersqty 2
Mixer
Microphone standsqty 2
Extension cordsqty 6
Power stripsqty 6
HDMI cablesqty 3
USB-C adaptersqty 2
Presentation clicker
Cable matsqty 8

Lighting

Spotlightsqty 8
Atmosphere lightsqty 6
LED lampsqty 10

Decorations

Plantsqty 8
Tableclothsqty 8
Photo framesqty 6
Decorative vasesqty 4
Flower arrangementsqty 4
Directional signsqty 8
Adhesive hooksqty 30
Picture hooksqty 40
Fishing lineqty 2
White glovesqty 12
Artwork labelsqty 40
Information boardsqty 6
Program bookletsqty 80
Name badgesqty 20
Pensqty 12
Guest book

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Ice cubesqty 6
Cutting boardsqty 3
Kitchen knivesqty 3
Serving tongsqty 6
Measuring cupsqty 2
Storage binsqty 8

Cleaning

Waste binsqty 6
Bucketsqty 3
Mopsqty 3
Broom setsqty 2
Dustpan and brushqty 2
Microfiber clothsqty 12
Cleaning glovesqty 6
Hand soap dispensersqty 3
Paper towel dispensersqty 3

Catering

Groceries
- Spa Blauw - 120 bottles
- Spa Red - 48 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Ginger beer - 6 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- White wine - 12 bottles
- Red wine - 6 bottles
- Non-alcoholic beer - 24 bottles
- Beer - 48 bottles
- Prosecco - 8 bottles
- Coffee beans - 3 kilo
- Tea bags - 120 pieces
- Black tea - 2 boxes
- Green tea - 2 boxes
- Herbal tea - 2 boxes
- Whole milk - 8 liters
- Oat milk - 6 liters
- Coffee cream - 2 liter
- Sugar - 2 kilos
- Sweetener - 2 boxes
- Lemons - 20 pieces
- Fresh mint - 6 bunches
- Ice cubes - 12 kilo
- Baguettes - 12 pieces
- Crackers - 8 packs
- Hummus - 12 tubs
- Cream cheese - 10 tubs
- Brie - 3 kilo
- Gouda cheese - 3 kilos
- Goat cheese - 2 kilos
- Grapes - 6 kilos
- Apples - 50 pieces
- Pears - 40 pieces
- Strawberries - 4 kilos
- Cherry tomatoes - 3 kilos
- Cucumbers - 8 pieces
- Carrots - 3 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Olives - 12 jars
- Mixed nuts - 3 kilo
- Snack mix - 3 kilos
- Snacks - 8 bags
- Mini quiches - 150 pieces
- Vegetable pasties - 120 pieces
- Falafel balls - 120 pieces
- Mini wraps - 120 pieces
- Tortilla wraps - 40 pieces
- Pesto sauce - 4 jars
- Tomato tapenade - 4 jars
- Mayonnaise - 2 bottles
- Mustard - 2 jars
- Ketchup - 2 bottles
- Olive oil - 2 bottles
- Pepper - 1 jar
- Salt - 1 pack
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Honey - 2 jars
- Jam - 3 jars
- Butter - 1 kilo
- Cookies - 10 packs
- Brownies - 100 pieces
- Mini apple turnovers - 100 pieces
- Vegan pastries - 40 pieces
- Gluten-free crackers - 4 packs
- Gluten-free snacks - 40 pieces
- Vegan wraps - 40 pieces
- Napkins - 500 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 60 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 3 bottles
- Toilet cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Hand soap - 4 bottles
- Paper towels - 8 packs
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls

Tips

Plan tableware per registered guest, including water glasses, wine glasses, coffee cups, plates and cutlery. Add serving trays, serving spoons, small bowls and carafes so food and drinks can be placed out efficiently.
Allow at least one chair per expected guest, then check whether stools or additional tables are needed for the presentation format. Arrange coat racks and clothes hangers before guests arrive rather than trying to create a coat area at the door.
Test the projector, screen, laptop, microphones, speakers and mixer together, not separately. Keep the correct HDMI cables, USB-C adapters, extension cords and power strips on hand, and test the presentation files before the event.
Prepare printed materials in one batch: name badges, artist statements, artwork labels and route directions. Print a small spare set of badges and labels because late registrations and replacements are common.
Reserve transport and handling materials before collecting the artwork. Use a clear handover plan, check each piece against its label, and keep artwork away from crowded catering and coat areas during setup.

Frequently asked questions

How much tableware do I need for an artist presentation?: Start with one place setting per registered guest: a plate, fork, knife and spoon, plus the relevant drinkware. Add 10% spare tableware, so 55 place settings are a practical starting point for 50 guests.
How early should I reserve AV equipment for an artist presentation?: Reserve the projector, screen, microphones, speakers, mixer and related cables at least 1–2 weeks before the presentation. Test the complete setup and presentation files no later than the day before.
How many microphones are needed for an artist presentation?: Plan one microphone for the presenter and one for the artist when both may speak or take questions. If several speakers will participate, confirm the mixer and microphone capacity before ordering equipment.
When should I order catering for an artist presentation?: Place the catering order after registrations and dietary requirements have been checked, ideally 3–5 days before the event. Reconfirm the final guest count and special diets with the caterer at least 24 hours beforehand.

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