Biology conference shopping list

A biology conference needs more than presentation slides and a projector. You will need a reliable registration setup, enough tableware for breaks and lunch, and backup equipment for presentations and sound. Plan quantities from your attendee and speaker counts, then add a small margin for damaged cups, missing cables or last-minute registrations. This list covers the practical items to buy, borrow or arrange before the conference day.

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What to bring

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

Furniture

Tablesqty 14
Chairsqty 120
Registration desk
Speaker chairsqty 6
Blanketsqty 8

Equipment

Projector
Projection screen
Laptop
Backup laptop
Wireless microphonesqty 3
Microphone stand
Speakersqty 2
Presentation clickerqty 2
HDMI cablesqty 3
HDMI adaptersqty 4
Extension cordsqty 6
Power stripsqty 6
USB sticksqty 3
Coolersqty 4
Water dispensersqty 3

Tableware

Coffee cupsqty 120
Glassesqty 180
Platesqty 140
Cutlery setsqty 140
Serving traysqty 12
Small bowlsqty 20

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Ice spoonsqty 3
Serving spoonsqty 10
Cutting boardsqty 3
Knivesqty 6
Coolersqty 2

Decorations

Name badgesqty 130
Badge holdersqty 130
Table numbersqty 14
Poster panelsqty 12
Directional signsqty 10
Program leafletsqty 130
Pensqty 130
Notepadsqty 130
Name badges for speakersqty 10
Tapeqty 6
Kneadable eraserqty 4
Markersqty 12

Lighting

LED table lampsqty 6

Cleaning

Waste binsqty 8
Mopqty 2
Bucketsqty 2
Dustpan and brushqty 2

Catering

Groceries
- Coffee beans - 3 kilograms
- Tea bags - 250 pieces
- Decaf coffee - 500 grams
- Milk - 12 liters
- Oat milk - 6 liters
- Coffee creamer - 4 packs
- White sugar - 2 kilogram
- Sweeteners - 2 boxes
- Honey - 2 jars
- Lemons - 12 pieces
- Spa Blauw - 120 bottles
- Spa Rood - 60 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Apple juice - 12 liters
- Orange juice - 12 liters
- Sparkling mineral water - 12 bottles
- Ice cubes - 15 kilograms
- Croissants - 120 pieces
- Mini pistolets - 180 pieces
- Whole grain bread - 8 loaves
- Cheese slices - 4 kilogram
- Cooked ham - 3 kilograms
- Chicken breast slices - 3 kilograms
- Hummus - 2 kilograms
- Cream cheese - 2 kilograms
- Peanut butter - 4 jars
- Jam - 4 jars
- Unsalted butter - 2 kilograms
- Cucumbers - 12 pieces
- Tomatoes - 5 kilograms
- Lettuce - 10 heads
- Peppers - 3 kilograms
- Carrots - 3 kilogram
- Grapes - 5 kilograms
- Apples - 120 pieces
- Bananas - 80 pieces
- Yogurt - 10 kilograms
- Muesli - 3 kilogram
- Walnuts - 1 kilogram
- Almonds - 1 kilogram
- Gluten-free rolls - 20 pieces
- Vegan sandwiches - 30 pieces
- Vegetarian wraps - 40 pieces
- Chicken wraps - 60 pieces
- Pasta salad - 12 kilograms
- Green salad - 10 kilograms
- Tomato salad - 8 kilograms
- Vegetarian quiche - 8 pieces
- Vegan pasta salad - 6 kilograms
- Gluten-free salad - 4 kilograms
- Dinner rolls - 140 pieces
- Olive oil - 2 liters
- Balsamic vinegar - 1 liter
- Yogurt dressing - 3 liters
- Vinaigrette - 3 liters
- Mayonnaise - 2 kilograms
- Ketchup - 2 kilograms
- Mustard - 1 kilogram
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Salted sticks - 6 bags
- Mini cookies - 6 kilograms
- Brownies - 120 pieces
- Dark chocolate - 2 kilograms
- Napkins - 500 pieces
- Paper cups - 200 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Dish soap - 2 bottles
- Dishwasher tablets - 60 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Sponges - 12 pieces
- Cleaning wipes - 24 pieces
- Hand soap - 6 dispensers
- Hand sanitizer - 6 bottles
- Trash bags - 40 pieces

Tips

Plan one name badge, one printed participant list and one registration place for each attendee check-in point. Keep spare blank badges and markers available for late registrations or spelling corrections.
For a full conference day, allow at least two drinks per person during the first hour, then one drink per person for each additional hour. Add extra cups and glasses because they are often reused or misplaced between sessions.
Bring one presentation laptop and one tested backup laptop. Pack the presentation files on at least two USB sticks, and check every HDMI adapter, cable and power connection before speakers arrive.
Match wireless microphones and speakers to the room size, with one microphone stand available for fixed introductions or questions. Test the microphones from the back of the room rather than only beside the presentation table.
Prepare coffee, tea and water for every break, and check that you have enough coffee cups, glasses, plates, cutlery and serving trays for the largest simultaneous service. Arrange coolers, water dispensers and ice spoons before catering is delivered.

Frequently asked questions

What equipment do I need for a biology conference?: Plan for a projector, projection screen, presentation laptop, backup laptop, presentation clicker and the required HDMI cables and adapters. For sound, allow wireless microphones, speakers and a microphone stand, then test everything at least 60 minutes before the first presentation.
How many USB sticks should I bring to a conference?: Bring at least two USB sticks containing the complete presentation set, plus one spare if several speakers are presenting. Copy and open the files on the conference laptop before registration starts, ideally 60 minutes before the first session.
How much tableware is needed for a biology conference?: Provide one cup or glass, plate and cutlery set per attendee for each meal or catered service, then add 10% spare items. For example, 100 attendees requires at least 110 of each frequently used item, subject to the caterer's service method.
When should I order conference supplies and catering?: Confirm the final catering quantity and dietary requirements at least 3 to 5 working days before the conference. Order or collect AV cables, adapters, USB sticks and registration supplies no later than 1 week beforehand, so missing items can still be replaced.

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