What to Buy for a Client Conference

A client conference needs more than coffee and presentation equipment. You’ll need clear registration materials, name badges, printed programmes, drinks, serving supplies, and backup items for speakers and technology. Use the confirmed attendee count as your base, then add around 10% for last-minute guests and replacements. Buy or collect perishable items shortly before the event, while printed materials and cables should be checked several days in advance.

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What to bring

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

Furniture

Tablesqty 14
Chairsqty 110
Registration tablesqty 2
Buffet tablesqty 6
Lectern
Clothes racksqty 2
Table linenqty 18

Equipment

Projector
Projection screen
Laptopqty 2
Wireless microphonesqty 3
Microphone stand
Speakersqty 2
Mixer
HDMI cablesqty 3
Extension cordsqty 6
Power stripsqty 6
Presentation clickerqty 2
Flip chartsqty 4
Whiteboardsqty 3
Coolersqty 4

Tableware

Coffee cupsqty 120
Water glassesqty 120
Wine glassesqty 120
Dinner platesqty 120
Dessert platesqty 120
Cutlery setsqty 120
Serving spoonsqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Chafing dishesqty 8
Cutting boardsqty 4
Knivesqty 8
Serving plattersqty 18
Serving utensilsqty 18
Coolersqty 4

Decorations

Name badgesqty 12
Banner holdersqty 4
Congress bannerqty 2
Table décorqty 14
Directional signsqty 12
Name card holdersqty 110

Lighting

LED lightsqty 8
String lightsqty 4

Cleaning

Waste binsqty 10
Broom and dustpanqty 2
Mopsqty 3
Bucketsqty 3
Cleaning cart
Towel rollsqty 6

Catering

Groceries
- Coffee beans - 4 kilos
- Tea bags - 250 pieces
- Cocoa powder - 1 kilo
- Sugar - 3 kilos
- Sweetener - 300 pieces
- Semi-skimmed milk - 20 liters
- Oat milk - 8 liters
- Whipped cream - 6 cans
- Spa Blauw - 120 bottles
- Spa Red - 60 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Apple juice - 18 liters
- Orange juice - 18 liters
- White wine - 18 bottles
- Red wine - 12 bottles
- Alcohol-free beer - 48 bottles
- Beer - 96 bottles
- Ice cubes - 15 kilos
- Croissants - 120 pieces
- Mini raisin buns - 120 pieces
- Unsalted butter - 2 kilos
- Strawberry Jam - 6 Jars
- Cheese slices - 3 kilos
- Ham - 3 kilos
- Hummus - 2 kilos
- Cucumbers - 8 pieces
- Cherry tomatoes - 4 kilos
- Grapes - 6 kilos
- Apples - 100 pieces
- Bananas - 80 pieces
- Nut mix - 3 kilo
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Salted pretzels - 6 bags
- Whole wheat bread - 12 loaves
- White rolls - 12 bags
- Herb butter - 2 kilo
- Mixed salad - 8 kilos
- Cucumber salad - 5 kilo
- Pasta salad - 12 kilos
- Potato salad - 10 kilos
- Grilled vegetables - 8 kilos
- Chicken breast - 14 kilo
- Vegetarian schnitzels - 35 pieces
- Rice - 8 kilo
- Pasta - 8 kilo
- Tomato sauce - 10 liters
- Pesto - 2 kilos
- Parmesan cheese - 2 kilos
- Mayonnaise - 4 liters
- Ketchup - 3 liters
- Mustard - 2 liters
- Garlic sauce - 3 liters
- Yogurt dressing - 4 liters
- Vegan dressing - 2 liter
- Apple pie - 6 pies
- Brownies - 120 pieces
- Fresh fruit - 8 kilos
- Lemons - 3 kilos
- Fresh mint - 10 bunches
- Salt - 1 kilo
- Pepper - 250 gram
- Paprika powder - 250 gram
- Olive oil - 3 liters
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 12 rolls
- Napkins - 500 pieces
- Trash bags - 100 pieces
- Hand soap - 8 bottles
- Toilet paper - 48 rolls
- All-purpose cleaner - 5 liters
- Toilet cleaner - 3 liters
- Glass cleaner - 2 liters
- Dish soap - 3 liters
- Sponges - 20 pieces
- Microfiber cloths - 20 pieces
- Nitrile gloves - 200 pieces
- Labels for dietary meals - 50 pieces
- Paper straws - 150 pieces

Tips

Prepare one printed name badge and programme for every registered participant, plus at least 10% extra for late registrations, spelling corrections, and replacements. Keep blank badges and a marker at the registration desk.
Plan drinks by time of day: allow 2–3 servings per person for the first hour, then 1–2 servings per person for each additional hour. Chill water and other drinks before guests arrive, and keep a small reserve outside the main service area.
Match tableware to the catering format rather than ordering one item per guest. For a buffet, allow at least 1.5 plates and 1.5 cutlery sets per person, plus extra coffee cups and water glasses for breaks.
Pack presentation backups before leaving for the venue: bring the presentation laptop, an HDMI cable, extension cords, power strips, and a presentation clicker. Test every presentation and keep duplicate files on a second device or drive.
Set aside supplies for registration and speaker support, including printed participant information, a technical briefing, and the run sheet. Put these in labelled folders at least one day before the conference so they are not mixed with catering paperwork.

Frequently asked questions

How many drinks do I need for a client conference?: Allow 2–3 drinks per person for the first hour and 1–2 drinks per person for every hour after that. Add about 10% extra, especially if the conference includes networking or warm weather.
How many name badges and programmes should I print?: Print one badge and one programme per registered participant, then add 10% extra. For 100 attendees, prepare at least 110 of each and keep blank badges available for corrections.
When should I buy food and drinks for a client conference?: Buy shelf-stable supplies, printed materials, and disposable items 3–5 days beforehand. Buy fresh food and chill drinks 1 day before, unless the caterer is handling them.
What presentation equipment should I bring to a client conference?: Bring a laptop, projector, projection screen, microphones, speakers, a clicker, HDMI cables, extension cords, and power strips. Test the full setup at least 2 hours before the first presentation and keep backup files ready.

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