What to buy for a children's conference

A children's conference needs more than workshop materials and refreshments. You will also need practical items for registration, catering, room setup and clear directions between halls and workshops. Plan quantities from the final participant list, then add a small buffer for late arrivals, spills and damaged materials. Buy chilled products as close to the event as possible and bundle supplies by workshop before participants arrive.

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What to bring

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

Furniture

Tablesqty 14
Chairsqty 120
Registration desk
Buffet tablesqty 4
Stoolsqty 12
Coat racksqty 4

Tableware

Reusable cupsqty 140
Platesqty 140
Cutlery setsqty 140
Coffee cupsqty 30
Serving plattersqty 18
Serving utensilsqty 12
Water jugsqty 12
Thermos flasksqty 8

Decorations

Name card holdersqty 120
Paper name badgesqty 130
Welcome sign
Balloonsqty 80
Balloon ribbonqty 2
Buntingqty 8
Tableclothsqty 18
Directional signsqty 12

Equipment

Laptopqty 2
Projectorqty 2
Projection screenqty 2
Portable speakersqty 2
Wireless microphonesqty 3
Extension cordsqty 8
Power stripsqty 8
HDMI cablesqty 4
Presentation clickersqty 2

Kitchen

Coolersqty 4
Cutting boardsqty 6
Chef's knifeqty 4
Storage binsqty 20
Aluminum foilqty 3
Cling filmqty 3
Serving spoonsqty 8

Sports equipment

Soft ballsqty 12
Hoopsqty 10
Conesqty 20
Skipping ropesqty 12
Yoga or play matsqty 20
Bean bagsqty 20

Cleaning

Waste binsqty 8
Cleaning bucketsqty 3
Mopsqty 3
Broom and dustpanqty 3
Hand soap dispensersqty 6
Towel dispensersqty 6

Lighting

LED string lightsqty 4
Standing lampsqty 4

Catering

Groceries
- Whole wheat bread - 12 loaves
- White rolls - 120 pieces
- Whole wheat rolls - 60 pieces
- Mini croissants - 120 pieces
- Unsalted butter - 1.5 kilograms
- Mild cheese - 3 kilograms
- Hummus - 2 kilograms
- Cream cheese - 1.5 kilograms
- Chicken breast slices - 1,5 kilogram
- Apple syrup - 4 jars
- Strawberry jam - 4 jars
- Cucumber - 12 pieces
- Tomatoes - 3 kilograms
- Carrots - 3 kilogram
- Bell peppers - 18 pieces
- Lettuce - 8 heads
- Apples - 12 kilograms
- Bananas - 10 kilograms
- Grapes - 8 kilograms
- Mandarins - 8 kilograms
- Cucumber sticks - 4 kilograms
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Popcorn - 6 bags
- Muesli bars - 120 pieces
- Mini cookies - 8 packs
- Rice - 8 kilograms
- Pasta - 10 kilogram
- Tomato sauce - 12 jars
- Coconut milk - 12 cans
- Chickpeas - 12 cans
- Corn - 10 cans
- Kidney beans - 10 cans
- Onion - 4 kilograms
- Garlic - 10 bulbs
- Zucchini - 10 pieces
- Carrots for dinner - 4 kilograms
- Bell peppers for dinner - 20 pieces
- Olive oil - 3 liters
- Salt - 1 kilogram
- Pepper - 250 gram
- Paprika powder - 250 gram
- Cumin - 150 gram
- Curry powder - 150 grams
- Italian herbs - 150 grams
- Mayonnaise - 2 bottles
- Ketchup - 3 bottles
- Mustard - 2 jars
- Yogurt dressing - 3 bottles
- Grated cheese - 2 kilogram
- Vegetarian minced meat - 4 kilograms
- Chicken breast - 5 kilograms
- Gluten-free sandwiches - 12 pieces
- Lactose-free yogurt - 4 liter
- Vegan toppings - 2 kilogram
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Orange soda - 8 bottles
- Apple juice - 10 packs
- Orange juice - 10 packs
- Spa Blauw - 120 bottles
- Sparkling water - 24 bottles
- Lemonade syrup - 4 bottles
- Coffee - 2 kilograms
- Tea - 4 boxes
- Decaf coffee - 1 pack
- Milk - 8 liters
- Oat milk - 6 liters
- Sugar - 2 kilograms
- Honey - 2 jars
- Lemons - 2 kilograms
- Ice cubes - 15 kilograms
- Paper napkins - 600 pieces
- Paper towels - 12 rolls
- Toilet paper - 36 rolls
- Trash bags - 60 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 4 bottles
- Disinfecting wipes - 8 packs
- Sponges - 12 pieces
- Rubber gloves - 8 pairs
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Aluminum foil - 3 rolls
- Cling film - 3 rolls
- Baking paper - 2 rolls
- Coffee filters - 2 packs
- Wooden stirrers - 300 pieces
- Skewers - 300 pieces
- Frozen ice cream - 10 bags

Tips

Plan one reusable cup, plate and cutlery set per participant, plus at least 10% extra. If the conference runs through a meal or snack break, count serving platters, serving utensils and water jugs separately.
Prepare name badges before the day and bring about 10% spare paper badges. Keep name card holders at the registration desk so children can be checked in quickly and directed to their workshop groups.
Allow one chair per participant and enough tables for registration, catering and each workshop. Add coat racks near the entrance and stools only where a workshop format actually needs them.
Pack one printed program and worksheet set per participant, plus 10% extra. Bundle each workshop's materials separately so facilitators do not have to sort supplies while children are arriving.
Test the laptop, projector, screen, speakers and microphones at least one day beforehand. Bring every required HDMI cable, extension cord and power strip, and place directional signs at each decision point between rooms.

Frequently asked questions

How much food and drink do I need for a children's conference?: Use the confirmed participant list as your base and add 10% for unexpected arrivals and spills. For drinks, plan roughly 2 to 3 cups per child for the first hour, then about 1 cup per hour afterward, with extra water available throughout the day.
When should I buy supplies for a children's conference?: Buy non-perishable tableware, badges, signs and equipment at least 1 week before the conference. Purchase chilled products 1 day before, store them chilled immediately and prepare catering on the event day.
How many name badges and worksheets should I print?: Print one name badge and one worksheet set for every registered participant, then add 10% spare copies. For 80 children, that means 88 badges and worksheet sets.
What equipment should I bring for children's conference workshops?: Bring the laptop, projector, projection screen, speakers and microphones required by the presentations, plus all HDMI cables, extension cords and power strips. Test the complete setup at least 24 hours before the first session.

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