What you need for a book trade conference

A book trade conference needs more than chairs and a projector. You will need practical supplies for registration, speaker presentations, catering, room navigation and reliable power at every table. Use the prepared list to check what must be bought, hired or brought in before the first delegate arrives. Pay particular attention to name badges, dietary requirements, presentation adapters, serving equipment and backup power—these are often arranged too late.

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What to bring

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

Furniture

Chairsqty 110
Congress tablesqty 12
Registration tablesqty 2
Buffet tablesqty 6
Stage sectionsqty 4
Speaker table
Coat racksqty 3
Stoolsqty 8

Equipment

Laptopqty 2
Projectorqty 2
Projection screenqty 2
Wireless microphonesqty 4
Microphone standsqty 2
Speakersqty 4
Mixer
HDMI cablesqty 4
HDMI adaptersqty 4
Extension cordsqty 8
Power stripsqty 8
Presentation clickerqty 2
Power banksqty 4
Wi-Fi hotspot

Tableware

Coffee cupsqty 120
Water glassesqty 120
Wine glassesqty 120
Dinner platesqty 120
Deep platesqty 120
Dessert platesqty 120
Cutlery setsqty 120
Serving plattersqty 16
Serving tongsqty 12
Coffee potsqty 6
Thermos flasksqty 6

Kitchen

Coolersqty 6
Ice containersqty 4
Chafing dishesqty 8
Serving spoonsqty 12
Cutting boardsqty 4
Chef's knivesqty 4
Bowls for diet mealsqty 12

Decorations

Tableclothsqty 20
Name badge holdersqty 120
Book table displaysqty 6
Flip chartsqty 4
Flipchart markersqty 20
Directional signsqty 12
Name badgesqty 120
Program bookletsqty 120
Cocktail table coversqty 6

Lighting

LED spotlightsqty 8
Atmosphere lightsqty 10

Cleaning

Waste binsqty 10
Vacuum cleaner
Mopqty 2
Bucketsqty 3
Cleaning glovesqty 6
Hand soap dispensersqty 6

Catering

Groceries
- Coffee beans - 6 kilo
- Decaffeinated coffee - 1 kilo
- Black tea - 200 bags
- Green tea - 100 bags
- Herbal tea - 100 bags
- Chocolate milk - 10 liters
- Semi-skimmed milk - 20 liters
- Oat milk - 10 liters
- Sugar - 3 kilos
- Sweetener - 300 pieces
- Honey - 2 jars
- Lemons - 20 pieces
- Still water - 80 bottles
- Sparkling water - 80 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Ginger ale - 12 bottles
- Apple juice - 12 liters
- Orange juice - 12 liters
- Alcohol-free beer - 48 bottles
- Pilsner - 96 bottles
- White wine - 18 bottles
- Red wine - 12 bottles
- Prosecco - 8 bottles
- Ice cubes - 20 kilo
- Mini croissants - 120 pieces
- Mini chocolate croissants - 100 pieces
- Wholemeal rolls - 120 pieces
- White rolls - 80 pieces
- Wholegrain wraps - 60 pieces
- Cream cheese - 3 kilos
- Young cheese - 4 kilos
- Aged cheese - 3 kilos
- Smoked chicken breast - 3 kilos
- Hummus - 3 kilos
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Cucumbers - 20 pieces
- Tomatoes - 4 kilos
- Arugula - 1 kilo
- Bell peppers - 3 kilos
- Olives - 2 kilos
- Herb butter - 2 kilo
- Unsalted butter - 2 kilos
- Yogurt - 10 liters
- Muesli - 4 kilos
- Fresh fruit - 15 kilos
- Apples - 100 pieces
- Bananas - 80 pieces
- Grapes - 8 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Mixed nuts - 4 kilos
- Gluten-free crackers - 8 packs
- Gluten-free rolls - 20 pieces
- Vegan sandwiches - 30 pieces
- Vegan wraps - 20 pieces
- Gluten-free dinner meals - 8 pieces
- Vegetarian dinner meals - 25 pieces
- Vegan dinner meals - 15 pieces
- Mixed salad - 12 kilos
- Pasta salad - 12 kilos
- Potato salad - 10 kilos
- Pasta - 8 kilo
- Tomato sauce - 8 liters
- Parmesan cheese - 2 kilos
- Bread - 20 pieces
- Dessert pastries - 120 portions
- Vegan dessert - 15 portions
- Plastic wrap - 4 rolls
- Aluminum foil - 4 rolls
- Napkins - 500 pieces
- Coffee filters - 200 pieces
- Stirrers - 300 pieces
- Cocktail sticks - 300 pieces
- Herb mix - 4 jars
- Salt - 2 packs
- Black pepper - 2 jars
- Olive oil - 3 liters
- Balsamic vinegar - 2 bottles
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Trash bags - 100 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Dish soap - 4 bottles
- Dishwasher tablets - 100 pieces
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Hand sanitizer - 10 bottles
- Sponges - 12 pieces
- Microfiber cloths - 20 pieces

Tips

Prepare one printed name badge for every registered attendee, plus at least 10% extra for late registrations or corrections. Keep blank inserts and a marker at the registration table.
Allow two to three coffee servings per person for the first break, and confirm cups, water glasses, serving platters and cutlery separately from the catering order at least 7 days beforehand.
Bring the correct HDMI adapters and extension cords for every presentation laptop, with one spare adapter and power strip per presentation area. Test the projector, screen, microphones and clicker 2–3 hours before doors open.
Print one programme folder per attendee and prepare at least 10 spare copies. Print the run sheet and directional signs before the event day so registration staff are not relying on a last-minute printer.
Set aside power banks and a Wi-Fi hotspot as backups, especially if speakers need to download presentations or attendees need to access the registration form. Charge power banks fully the evening before and check the hotspot data allowance.

Frequently asked questions

How many name badges do I need for a book trade conference?: Print one badge for each confirmed attendee, speaker and organiser, then add 10% spare badges. For 120 registered people, prepare at least 132 badges and blank inserts for late changes.
How much tableware is needed for conference catering?: Plan one complete cutlery set and one dinner plate per diner, plus 10% extra. For drinks, allow two coffee cups per person for a morning break and one water glass per person at each seated session.
When should I check the conference AV equipment?: Check the laptop, projector, screen, microphones, mixer, HDMI cables, adapters and clicker at least 2–3 hours before registration opens. Test every speaker presentation in the actual room, not only on the organiser’s laptop.
How many printed programmes and signs should I prepare?: Print one programme folder per registered attendee and keep 10 spare copies for replacements or walk-ins. Prepare one sign for each key route or room, then place them before registration starts rather than during the first session.

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