What to buy for a care conference

A care conference needs more than coffee and chairs. You’ll need clear registration supplies, presentation equipment, serving ware, refreshments, and practical items for speakers and attendees. Use the confirmed registration count to calculate catering, then add a small buffer for late arrivals and extra servings. Check accessibility, dietary requirements, and presentation connections before shopping so you are not solving missing items on the morning of the conference.

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What to bring

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

Furniture

Chairsqty 90
Foldable tablesqty 12
Registration tablesqty 2
Buffet tablesqty 4
Speaker table
Stage sectionsqty 4
Lectern
Stoolsqty 4
Coat racksqty 3

Equipment

Projector
Projection screen
Laptopqty 2
HDMI cablesqty 3
HDMI adaptersqty 3
Clickerqty 2
Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Mixer
Power stripsqty 8
Extension cordsqty 8
Power banksqty 2
Wi-Fi hotspot
Presentation stand

Tableware

Coffee cupsqty 100
Glassesqty 120
Water glassesqty 100
Dinner platesqty 100
Deep platesqty 90
Dessert platesqty 90
Cutlery setsqty 100
Serving spoonsqty 12
Coffee spoonsqty 100
Serving traysqty 8

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 4
Ice containersqty 3
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Mixing bowlsqty 6
Serving plattersqty 12
Small bowlsqty 16
Pliersqty 8
Buffet warmersqty 4
Insulated jugsqty 4

Decorations

Tableclothsqty 16
Stage backdrop
Flower arrangementsqty 8
Welcome sign
Program postersqty 6
Directional signsqty 10
Badge holdersqty 90
Table numbersqty 12
Pensqty 100
Notepadsqty 90

Lighting

Standing lampsqty 4
LED spotlightsqty 4
Battery lampsqty 6

Cleaning

Waste binsqty 10
Broomqty 2
Dustpan and brushqty 2
Mop headsqty 2
Bucketsqty 3
Cleaning clothsqty 20

Catering

Groceries
- Coffee beans - 3 kilo
- Tea bags - 200 pieces
- Decaf coffee - 500 grams
- Sugar - 2 kilos
- Sweeteners - 250 pieces
- Semi-skimmed milk - 10 liters
- Oat milk - 6 liters
- Lactose-free milk - 3 liters
- Lemons - 2 kilos
- Still mineral water - 60 liters
- Sparkling mineral water - 40 liters
- Cola - 12 liters
- Cola Zero - 12 liters
- Orange soda - 8 liters
- Apple juice - 8 liters
- Orange juice - 10 liters
- Ginger beer - 6 liters
- Alcohol-free beer - 48 bottles
- White beer - 24 bottles
- Red wine - 12 bottles
- White wine - 12 bottles
- Alcohol-free white wine - 6 bottles
- Ice cubes - 15 kilos
- Mini sandwiches - 180 pieces
- Wholegrain mini sandwiches - 60 pieces
- Hummus - 2 kilos
- Cream cheese - 2 kilo
- Young cheese - 3 kilos
- Aged cheese - 2 kilo
- Smoked chicken breast - 2 kilo
- Smoked salmon - 1 kilo
- Grilled vegetables - 2 kilos
- Cucumbers - 2 kilos
- Tomatoes - 2 kilos
- Arugula - 1 kilo
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Mixed nuts - 3 kilo
- Unsalted nuts - 2 kilos
- Olives - 2 kilos
- Sun-dried tomatoes - 1 kilo
- Grapes - 5 kilos
- Apples - 80 pieces
- Bananas - 50 pieces
- Pears - 40 pieces
- Mandarins - 50 pieces
- Mini muffins - 100 pieces
- Mini apple turnovers - 100 pieces
- Dark chocolate - 1 kilo
- Cookies - 6 packs
- Gluten-free crackers - 4 packs
- Gluten-free rolls - 20 pieces
- Vegan sandwiches - 30 pieces
- Vegan spread - 2 kilos
- Vegan mince - 4 kilos
- Chicken breast - 8 kilos
- Ground beef - 6 kilos
- Rice - 8 kilo
- Pasta - 6 kilos
- Potatoes - 10 kilos
- Mixed salad - 8 kilos
- Green beans - 6 kilo
- Carrots - 5 kilos
- Peppers - 4 kilos
- Onions - 3 kilos
- Garlic - 500 grams
- Coconut milk - 8 liters
- Diced tomatoes - 12 cans
- Vegetable stock - 2 packs
- Olive oil - 2 liters
- Sunflower oil - 1 liter
- Salt - 500 grams
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Curry powder - 250 grams
- Italian herbs - 150 grams
- Mayonnaise - 2 liter
- Ketchup - 2 liters
- Mustard - 1 liter
- Garlic sauce - 1 liter
- Chili sauce - 1 liter
- Satay sauce - 2 liters
- Balsamic vinegar - 1 liter
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Napkins - 500 pieces
- Paper Coffee Filters - 200 pieces
- Stirrers - 300 pieces
- Wooden cocktail sticks - 300 pieces
- Dish soap - 3 bottles
- Dishwasher tablets - 60 pieces
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant spray - 3 bottles
- Hand soap - 6 bottles
- Paper towels - 12 rolls
- Paper towels - 8 rolls
- Toilet paper - 48 rolls
- Trash bags - 60 pieces
- Latex-free gloves - 200 pieces
- Food storage containers - 20 pieces
- Ziplock bags - 50 pieces

Tips

Plan around 10–15% extra coffee, tea, water, and snacks beyond the confirmed attendee count. For a four-hour conference, allow roughly 3–4 drinks per person, including water.
Prepare one name badge and printed handout per registered attendee, plus 5–10 spare copies for last-minute registrations, speakers, and damaged prints.
Bring at least one HDMI adapter for every laptop connection type you expect, along with 2–3 extension cords and enough power strips for the registration desk, presentation area, and catering table.
Set aside separate tableware for coffee, water, buffet food, and dessert. Count cups, glasses, and plates against the final catering numbers rather than relying on the venue’s estimate.
Pack a backup presentation setup: a second laptop or power bank, a clicker with spare batteries, and a Wi-Fi hotspot. Test the projector, screen, microphones, mixer, and speakers at least 60 minutes before opening.

Frequently asked questions

How much coffee and water do I need for a care conference?: For a half-day conference, plan 3–4 drinks per person, including at least 1 litre of water per attendee. Add 10–15% extra for speakers, volunteers, and late arrivals.
How many printed handouts should I order?: Prepare one handout per registered attendee and add 5–10 spare copies. If the program includes several presentations, print or collect the files at least 3–5 days before the conference.
What presentation equipment is needed for a care conference?: Plan for a projector, projection screen, laptop, HDMI cables, adapters, clicker, microphones, microphone stands, speakers, and a mixer where needed. Test every connection at least 60 minutes before attendees arrive.
When should I buy drinks and snacks for the conference?: Buy shelf-stable drinks and packaged snacks 3–7 days ahead. Chill drinks and prepare fresh food on the day, allowing at least 60 minutes before opening for setup.

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