What do you need for a climate conference?

A climate conference needs more than chairs and a projector. You also need practical supplies for registration, presentations, networking breaks and accessibility. Plan tableware and drinks for the full attendee count, then add equipment for speakers, workshops and last-minute technical changes. Use this list to check what must be bought, borrowed or delivered before materials go to the venue.

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What to bring

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

Furniture

Conference tablesqty 12
Chairsqty 110
Registration tablesqty 2
Speaker table
Stage sectionsqty 4
Coat racksqty 3
Clothes hangersqty 120

Equipment

Projector
Projection screen
Presentation laptop
Presentation clicker
Speakersqty 2
Wireless microphonesqty 3
Microphone standsqty 2
HDMI adaptersqty 3
Extension cordsqty 6
Power stripsqty 8
USB chargersqty 4
Flip chartsqty 3
Flipchart standsqty 3
Markersqty 24
Wall clocksqty 2

Tableware

Reusable coffee cupsqty 120
Reusable drinking glassesqty 140
Platesqty 130
Cutlery setsqty 130
Water carafesqty 12
Serving bowlsqty 16
Serving spoonsqty 16
Serving traysqty 8

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Hot drink urnsqty 6
Coolersqty 6
Cutting boardsqty 4
Paring knivesqty 4
Ice spoonsqty 2

Decorations

Climate bannersqty 4
Name badge holdersqty 120
Lanyardsqty 120
Program postersqty 12
Route signsqty 10
Recycling signsqty 8
Table numbersqty 12

Lighting

LED floor lampsqty 4
LED String Lightsqty 4

Cleaning

Waste bins for sortingqty 8
Mop setsqty 2
Broomsqty 2
Dustpansqty 2
Reusable cleaning clothsqty 20
Glovesqty 12

Catering

Groceries
- Coffee beans - 4 kilos
- Black tea - 6 boxes
- Herbal tea - 4 boxes
- Oat milk - 12 liters
- Semi-skimmed milk - 10 liters
- Granulated sugar - 3 kilos
- Honey - 2 jars
- Spa Blauw - 80 bottles
- Spa Rood - 40 bottles
- Apple juice - 12 liters
- Orange juice - 12 liters
- Lemons - 30 pieces
- Cucumbers - 20 pieces
- Cherry tomatoes - 8 kilo
- Carrots - 8 kilos
- Bell peppers - 6 kilos
- Arugula - 2 kilos
- Lamb's lettuce - 2 kilos
- Red cabbage - 4 kilos
- Red onions - 3 kilos
- Spring onions - 20 pieces
- Fresh parsley - 10 bunches
- Fresh mint - 8 bunches
- Garlic - 1 kilo
- Potatoes - 15 kilo
- Sweet potatoes - 10 kilos
- Pumpkin - 8 kilos
- Zucchini - 6 kilos
- Mushrooms - 6 kilos
- Chickpeas - 8 kilos
- Lentils - 6 kilos
- Quinoa - 6 kilo
- Brown rice - 8 kilos
- Wholegrain pasta - 6 kilo
- Whole wheat bread - 20 loaves
- Whole grain wraps - 120 pieces
- Hummus - 8 kilos
- Avocados - 40 pieces
- Tahini - 3 kilos
- Feta - 4 kilos
- Grated cheese - 4 kilos
- Vegan cheese - 2 kilo
- Tofu - 6 kilos
- Tempeh - 5 kilos
- Vegetable stock - 6 liters
- Diced tomatoes - 12 cans
- Coconut milk - 12 cans
- Olive oil - 5 liters
- Sunflower oil - 3 liters
- Balsamic vinegar - 2 liters
- Apple cider vinegar - 2 liters
- Soy sauce - 2 liters
- Tahini Dressing - 4 liters
- Tomato salsa - 4 kilo
- Mayonnaise - 3 kilos
- Vegan mayonnaise - 2 kilos
- Mustard - 2 kilos
- Salt - 1 kilo
- Black pepper - 500 grams
- Paprika powder - 500 grams
- Cumin - 500 grams
- Curry powder - 500 grams
- Italian herbs - 300 gram
- Chili flakes - 200 grams
- Walnuts - 3 kilo
- Sunflower Seeds - 2 kilos
- Raisins - 2 kilos
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Olives - 4 kilos
- Grapes - 8 kilos
- Apples - 100 pieces
- Pears - 80 pieces
- Bananas - 80 pieces
- Wholegrain cookies - 12 packs
- Vegan brownies - 100 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Toilet cleaner - 3 bottles
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Trash bags for residual waste - 100 pieces
- Compostable Trash Bags - 60 pieces
- Aluminum foil - 3 rolls
- Cling film - 3 rolls

Tips

Plan reusable cups, glasses, plates and cutlery for the peak meal or break period, not just the average attendance. Add at least 10% extra so a delayed wash-up or a late arrival does not stop service.
Bring one presentation laptop, clicker and the correct HDMI adapters, then test them with the projector and screen at least 24 hours before the conference. Keep a second set of adapters and a USB charger at registration.
Count one microphone for each speaker who needs to speak at the same time, plus a separate microphone for audience questions. Check wireless microphone batteries and place microphone stands where speakers can reach them.
Prepare registration supplies before shopping day: name badges, printed programs, route signs, markers and a visible wall clock. Pack these in labelled boxes so volunteers are not searching for them when doors open.
Confirm dietary requirements and accessibility needs before confirming catering quantities, ideally 5–7 days in advance. Include serving bowls, spoons, trays and water carafes so food and drinks can be set out without borrowing equipment from the venue.

Frequently asked questions

How much food and drink do I need for a climate conference?: Base catering on the confirmed registration count and add around 10% for late changes or unplanned guests. For a first-hour reception, allow two to three drinks per person, then plan about one drink per person per hour afterward.
How many chairs and conference tables are needed?: Provide one chair for every registered attendee, speaker and volunteer expected in the room, plus 5% spare chairs. Size conference tables from the final seating plan rather than ordering by room capacity alone.
What presentation equipment should I bring to a climate conference?: Bring a projector, projection screen, presentation laptop, clicker, speakers, microphones, HDMI adapters, extension cords and power strips. Test every connection at least 24 hours before the event and pack a spare adapter and USB charger.
When should I buy or prepare the conference supplies?: Buy or reserve reusable tableware, furniture and technical equipment at least 1–2 weeks before the event. Complete the final shopping check 2–3 days beforehand, then bring materials to the venue early enough to chill drinks and prepare snacks.

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