What you need for a Care Symposium

A Care Symposium needs more than coffee and chairs. You will need a clear registration point, practical tableware for catering, and reliable presentation equipment for speakers and attendees. Plan quantities around your confirmed participant list, then add a small buffer for last-minute registrations and replacements. Check dietary requirements before ordering meals, and test every cable, microphone and presentation connection before guests arrive.

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What to bring

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

Furniture

Tablesqty 10
Chairsqty 90
Registration desk
Speaker table
Stoolsqty 4

Tableware

Coffee cupsqty 100
Water glassesqty 100
Wine glassesqty 90
Dinner platesqty 100
Dessert platesqty 100
Cutlery setsqty 100
Serving plattersqty 12

Catering

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving traysqty 8
Bread basketsqty 6
Groceries
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Black tea - 3 boxes
- Green tea - 2 boxes
- Herbal tea - 2 boxes
- Hot chocolate - 2 packs
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Lemons - 2 kilos
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Alcohol-free beer - 48 bottles
- White wine - 8 bottles
- Red wine - 6 bottles
- Beer - 48 bottles
- Mineral water for speakers - 12 bottles
- White bread rolls - 60 pieces
- Brown rolls - 60 pieces
- Whole grain bread - 8 loaves
- Butter - 1 kilo
- Young cheese - 2 kilos
- Brie - 1 kilo
- Back ham - 1.5 kilos
- Chicken breast slices - 1.5 kilos
- Hummus - 1 kilo
- Cream cheese - 1 kilo
- Egg salad - 1 kilo
- Cucumbers - 8 pieces
- Tomatoes - 3 kilos
- Lettuce - 6 heads
- Bell peppers - 2 kilos
- Carrots - 2 kilo
- Cherry tomatoes - 2 kilos
- Apples - 8 kilos
- Bananas - 5 kilo
- Grapes - 4 kilos
- Mandarins - 5 kilos
- Yogurt - 6 kilos
- Muesli - 2 kilo
- Mixed nuts - 1 kilo
- Raisins - 500 grams
- Wholegrain biscuits - 8 packs
- Hummus dip - 4 tubs
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Salted breadsticks - 4 packs
- Olives - 3 jars
- Sun-dried tomatoes - 2 jars
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Mustard - 1 jar
- Olive oil - 1 bottle
- Pepper - 1 can
- Salt - 1 tin
- Napkins - 300 pieces
- Paper cups - 150 pieces
- Stirrers - 150 pieces
- Toothpicks - 1 box
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Parchment paper - 1 roll
- Trash bags - 40 pieces
- Dishwashing liquid - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Hand soap - 4 bottles

Equipment

Projector
Projection screen
Laptop
Wireless microphonesqty 3
Microphone standsqty 2
Audio mixer
Speakersqty 2
Extension cordsqty 6
Power stripsqty 4
HDMI cablesqty 3

Decorations

Name badgesqty 100
Table numbersqty 10
Program standsqty 6
Wayfinding signsqty 8
Table runnersqty 10
Ballpoint pensqty 100
Notepadsqty 100
Name tag holdersqty 100

Office

Program bookletsqty 100
Evaluation formsqty 90
Pen holdersqty 6
Tapeqty 4
Scissorsqty 3
Markersqty 12
Printer paperqty 2

Cleaning

Waste binsqty 6
Trash bag holdersqty 6
Washing-up bowlsqty 3
Spongesqty 8
Microfiber clothsqty 12
Mopsqty 3
Bucketsqty 3
Hand soap dispensersqty 4
Paper towel dispensersqty 4

Lighting

Standing lampsqty 4

Tips

Plan one name badge and one printed handout per registered attendee, plus 5–10% extra for late registrations, spelling corrections and replacements. Prepare badges only after the participant list is updated.
For a full-day symposium, allow at least 2 coffee servings per person during the breaks and provide water throughout the programme. Count coffee cups, water glasses, plates and cutlery against the final catering headcount, not an early estimate.
Keep the registration desk supplied with the participant list, name badges and table numbers before doors open. Set it up at least 45 minutes before the first arrival so check-in does not compete with room setup.
Match the AV kit to the programme: prepare a projector, projection screen, laptop, HDMI cable, microphones, microphone stands, audio mixer and speakers. Test the complete setup at least 60 minutes before the first presentation.
Order or collect dietary meals separately from the main catering delivery and label them before service begins. Confirm the final dietary list no later than 48 hours before the symposium, then check meals again on arrival.

Frequently asked questions

What do I need to buy for a Care Symposium?: Prepare catering supplies, tableware, name badges, table numbers and presentation equipment. The core AV setup includes a projector, screen, laptop, HDMI cable, microphones, microphone stands, audio mixer and speakers.
How many cups and glasses do I need for a symposium?: Use the confirmed guest count as your baseline and allow 10% extra. For a full-day event, plan at least 2 coffee cups per person across the breaks, with water glasses available throughout the programme.
When should I order catering for a Care Symposium?: Confirm the catering order at least 7 days before the event. Send the final dietary requirements and attendee count at least 48 hours in advance, then check the special meals when they arrive.
How early should I set up the Care Symposium equipment?: Start room and registration setup at least 90 minutes before guests arrive. Complete the projector, laptop, microphone and audio test at least 60 minutes before the first speaker begins.

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