What you need for a climate lecture

A climate lecture needs more than chairs and a projector. Plan refreshments for the full audience, reusable tableware, clear registration materials and reliable presentation equipment. The shopping list covers the items needed for coffee and tea service, catering, name badges, information displays and the speaker’s presentation. Check quantities against your registration list, then add a small buffer for late arrivals, spills and equipment problems.

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What to bring

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

Furniture

Chairsqty 90
Tablesqty 8
Stage table
Registration desk

Tableware

Reusable coffee cupsqty 80
Reusable glassesqty 100
Reusable platesqty 100
Reusable cutleryqty 100
Coffee potsqty 4
Teapotsqty 3
Serving traysqty 8

Kitchen

Serving spoonsqty 8
Cutting boardsqty 3
Bread knivesqty 3
Coolersqty 4

Equipment

Projector
Projection screen
Wireless microphoneqty 2
Speakersqty 2
Laptop
HDMI cableqty 2
Extension cordsqty 4
Power stripsqty 4
Power banksqty 2

Decorations

Tableclothqty 8
Name badgesqty 90
Name badge holdersqty 90
Information boardsqty 6
Flip chart
Flip chart sheetsqty 30
Markersqty 12
Pensqty 100
Notepadsqty 100

Lighting

LED table lampsqty 6

Cleaning

Waste binsqty 6
Broom and dustpanqty 2
Mopqty 2
Cleaning bucketsqty 2
Microfiber clothsqty 12

Catering

Thermos dispensersqty 4
Water dispensersqty 2
Buffet traysqty 8
Ice packsqty 16
Groceries
- Coffee beans - 3 kilo
- Black tea - 200 bags
- Herbal tea - 100 bags
- Semi-skimmed milk - 12 liters
- Oat milk - 8 liters
- Sugar - 2 kilos
- Honey - 2 jars
- Spa Blauw - 12 bottles
- Sparkling mineral water - 8 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Lemons - 12 pieces
- Cucumbers - 10 pieces
- Cherry tomatoes - 3 kilos
- Carrots - 3 kilos
- Bell peppers - 20 pieces
- Lettuce - 10 heads
- Apples - 100 pieces
- Bananas - 80 pieces
- Grapes - 6 kilos
- Whole wheat bread - 20 loaves
- Whole wheat rolls - 100 pieces
- Hummus - 12 tubs
- Cream cheese - 8 tubs
- Peanut butter - 4 jars
- Strawberry jam - 4 jars
- Young cheese - 4 kilos
- Vegan cheese - 2 kilo
- Falafel - 5 kilos
- Lentil salad - 8 kilos
- Pasta salad - 8 kilo
- Mixed green salad - 6 kilo
- Whole wheat wraps - 100 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Olives - 3 kg
- Mixed nuts - 3 kilo
- Herb butter - 12 tubs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olive oil - 2 bottles
- Balsamic vinegar - 2 bottles
- Pepper - 2 mills
- Salt - 2 packs
- Paprika powder - 2 jars
- Garlic powder - 2 jars
- Napkins - 300 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- Dishwasher tablets - 30 pieces
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Hand soap - 4 bottles

Tips

Plan coffee, tea and water for the number of confirmed attendees, plus about 10% extra. Prepare enough reusable cups and glasses so people do not need to wait while items are washed.
Allow one plate and one set of cutlery per catering portion, with at least 10% spare. Include serving trays, serving spoons, cutting boards and bread knives if food is prepared or served on site.
Check the presentation setup at least 24 hours before the lecture. Confirm that the laptop, projector, screen, HDMI cable, speakers and wireless microphone work together rather than assuming the venue provides compatible connections.
Prepare one name badge and holder for every registered attendee, plus 5 to 10 blank badges for walk-ins or corrections. Keep the badges at the registration desk with the printed program and route information.
Bring extension cords, power strips and charged power banks, especially if the room has limited outlets. Pack the presentation materials separately so the speaker can access them immediately during setup.

Frequently asked questions

How much coffee should I buy for a climate lecture?: For a lecture lasting around two hours, plan 2 to 3 cups per attendee if coffee and tea are available during arrival and a break. Add about 10% extra and provide enough reusable cups, coffee pots and teapots for the expected flow.
How many name badges do I need for a climate lecture?: Prepare one name badge and holder per confirmed attendee, then add 5 to 10 blank badges for late registrations or spelling corrections. Put them out before registration opens so arrivals do not form a queue.
What presentation equipment is needed for a climate lecture?: Have a laptop, projector, projection screen, HDMI cable, speakers and wireless microphone ready. Test the complete setup at least 24 hours beforehand and bring extension cords, power strips and power banks as backup.
How much tableware is needed for lecture catering?: Use one reusable plate, glass or cup, and cutlery set per catering portion, with at least 10% spare. For example, 50 guests means preparing at least 55 complete settings, plus serving trays and serving spoons.

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