What you need for a chemistry conference
A chemistry conference needs more than chairs and a projector. You will need reliable presentation equipment, registration supplies, tableware for catering, and practical items for posters, badges and room signage. Plan quantities from your confirmed participant and speaker numbers, then add a small reserve for missing or damaged items. Check connections, power and WiFi before the day, because replacing an adapter or cable at the last minute is difficult.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Rectangular tablesqty 12
- Chairsqty 110
- Registration deskqty 2
- Buffet tablesqty 6
- Speaker chairsqty 6
- Waste binsqty 8
Equipment
- Projectorqty 2
- Projection screensqty 2
- Laptopsqty 2
- HDMI cablesqty 4
- HDMI adaptersqty 4
- Presentation clickersqty 2
- Laser pointersqty 2
- Wireless microphonesqty 3
- Microphone standsqty 2
- Speakersqty 2
- Power stripsqty 8
- Extension cordsqty 8
- Cable tiesqty 100
- USB sticksqty 4
- WiFi hotspot
Tableware
- Water glassesqty 120
- Coffee cupsqty 120
- Teaspoonsqty 120
- Dinner platesqty 120
- Cutlery setsqty 120
- Serving plattersqty 18
- Serving tongsqty 12
- Coffee potsqty 6
- Thermos flasksqty 8
- Water jugsqty 8
Catering
- Coolersqty 6
- Coffee machinesqty 3
- Kettlesqty 3
- Induction hobsqty 2
- Food warmersqty 6
- Drink dispensersqty 4
- Tiered traysqty 4
- Groceries
- Coffee - 3 kilograms
- Tea - 250 bags
- Sugar - 2 kilograms
- Sweeteners - 2 boxes
- Milk - 12 liters
- Oat milk - 6 liters
- Lemon - 2 kilogram
- Sparkling water - 40 liters
- Still water - 40 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Bitter lemon - 6 bottles
- Apple juice - 8 liters
- Orange juice - 8 liters
- Red wine - 18 bottles
- White wine - 18 bottles
- Alcohol-free beer - 48 bottles
- Beer - 96 bottles
- Ice cubes - 20 kilograms
- Mini croissants - 150 pieces
- Mini chocolate croissants - 100 pieces
- Whole wheat bread - 12 loaves
- White bread - 8 loaves
- Multigrain bread - 8 loaves
- Unsalted butter - 2 kilograms
- Mild cheese - 3 kilograms
- Aged cheese - 3 kilograms
- Chicken breast slices - 2 kilograms
- Hummus - 2 kilograms
- Cream cheese - 2 kilograms
- Strawberry jam - 4 jars
- Peanut butter - 3 jars
- Cucumber - 4 kilograms
- Tomatoes - 5 kilograms
- Lettuce - 10 heads
- Bell peppers - 3 kilograms
- Apples - 120 pieces
- Bananas - 100 pieces
- Grapes - 8 kilograms
- Mandarins - 100 pieces
- Mixed nuts - 4 kilograms
- Muesli bars - 120 pieces
- Dark chocolate - 3 kilograms
- Milk chocolate - 3 kilograms
- Salted crackers - 12 packs
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Olives - 3 kilograms
- Mixed salad - 12 kilograms
- Pasta salad - 12 kilograms
- Potato salad - 10 kilogram
- Baguettes - 20 pieces
- Herb butter - 3 kilograms
- Vegetarian quiche - 20 pieces
- Savory quiche - 20 pieces
- Falafel - 5 kilogram
- Chicken skewers - 6 kilograms
- Rice - 8 kilograms
- Grilled vegetables - 10 kilograms
- Tomato sauce - 6 liters
- Yogurt sauce - 4 liters
- Mayonnaise - 3 liters
- Ketchup - 3 liters
- Mustard - 2 liters
- Salt - 1 kilogram
- Pepper - 500 grams
- Paprika powder - 250 gram
- Italian herbs - 250 grams
- Olive oil - 3 liters
- Vinegar - 2 liters
- Vegan dessert - 30 pieces
- Cheesecake Slices - 80 pieces
- Fruit dessert - 40 pieces
- Napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 36 rolls
- Trash bags - 100 pieces
- Dish soap - 3 liters
- All-purpose cleaner - 3 liters
- Glass cleaner - 2 liters
- Dishwasher tablets - 100 pieces
- Hand soap - 6 dispensers
- Paper towels - 12 packs
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 4 rolls
- Diet labels - 100 pieces
Decorations
- Name badgesqty 120
- Badge holdersqty 120
- Lanyardsqty 120
- Poster boardsqty 30
- Poster clipsqty 60
- Directional signsqty 15
- Table number cardsqty 12
- Table runnersqty 12
- Pensqty 120
- Notepadsqty 120
- Clipboardsqty 6
- Information bannersqty 4
Kitchen
- Cutting boardsqty 4
- Chef's knifeqty 4
- Serving spoonsqty 10
- Measuring cupsqty 4
- Serving traysqty 8
Cleaning
- Dishpanqty 3
- Dish brushesqty 4
- Cleaning clothsqty 20
- Floor mopsqty 3
- Bucketsqty 4
- Broomqty 2
- Dustpan and brushqty 2
- Rubber glovesqty 8
Tips
- Plan one printed name badge and one program per registered participant, plus at least 10% extra for late registrations, spelling corrections and replacements. Keep blank badges and markers at the registration desk.
- For each presentation room, check the laptop, projector, screen, HDMI cable, adapter and clicker together at least one day ahead. Bring one spare HDMI adapter and a USB stick containing the collected presentations.
- Count tableware against the catering order: provide one plate, cutlery set and drinking glass per meal, then add 10% extra. Coffee service needs cups, teaspoons, coffee pots and thermos flasks, not just coffee itself.
- Prepare one registration desk with the checked participant list, sorted badges and a clearly visible route sign. Keep dietary information with the catering team and label diet meals before the buffet opens.
- Do not leave power planning until the morning of the conference. Map each projector, laptop, microphone and charging point to a power strip or extension cord, and secure cables with cable ties before attendees enter.
Frequently asked questions
- How many name badges and printed programs do I need for a chemistry conference?
- Prepare one badge and one program for every confirmed participant and speaker. Add 10% extra, or at least 10 additional copies for a conference of 100 people, to cover late changes and replacements.
- What presentation equipment is needed for a chemistry conference?
- Each presentation room needs a laptop, projector, projection screen, HDMI cable, the correct HDMI adapter and a presentation clicker. Pack one spare adapter, a USB stick with the presentations and a laser pointer for backup.
- How much tableware should I buy for conference catering?
- Use the confirmed catering number as your base: one dinner plate, cutlery set and water glass per meal. Add 10% extra, and provide enough coffee cups and teaspoons for the largest coffee break rather than only the seated meal.
- When should I check the projector, microphones and cables?
- Test all presentation and audio equipment at least one day before the conference, then repeat a quick check when the rooms open. This gives you time to replace missing adapters, charge laptops and secure extension cords before registration starts.
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