What you need for a colloquium

A colloquium needs more than chairs and a projector. Plan the room, presentation equipment, registration desk and catering supplies around your attendee count and programme length. Check that every speaker has the right connection, microphone and presentation format before the day. Use this list to buy or bring the practical items that are easy to overlook, from spare HDMI cables and power strips to labelled glasses and serving equipment.

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What to bring

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

Furniture

Chairsqty 90
Tablesqty 12
Stage table
Tableclothsqty 6
Stoolsqty 6

Equipment

Projector
Projection screen
Laptop
Wireless microphonesqty 3
Microphone standqty 2
Speakersqty 2
Mixer
HDMI cablesqty 3
Extension cordsqty 5
Power stripsqty 5
Presentation clicker
Flip chart
Flipchart markersqty 2

Tableware

Coffee cupsqty 90
Water glassesqty 100
Wine glassesqty 90
Platesqty 100
Cutlery setsqty 100
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving plattersqty 12
Serving trays with lidsqty 6
Serving traysqty 6
Food warmersqty 4
Storage binsqty 8

Decorations

Name badge holdersqty 90
Table décorqty 12
Welcome sign
Program boardqty 2

Lighting

Standing lampsqty 4

Cleaning

Waste binsqty 8
Trash bag holdersqty 8

Catering

Groceries
- Coffee - 2.5 kg
- Decaf coffee - 500 grams
- Black tea - 100 tea bags
- Green tea - 50 bags
- Herbal tea - 50 bags
- Sugar - 2 kg
- Sweeteners - 200 pieces
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 2 kg
- Still mineral water - 60 bottles
- Sparkling mineral water - 40 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Apple juice - 8 liters
- Orange juice - 8 liters
- Beer - 120 bottles
- Alcohol-free beer - 40 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Alcohol-free wine - 6 bottles
- Bubbles - 6 bottles
- Ice cubes - 15 kg
- Coffee milk cups - 200 pieces
- Stir sticks - 250 pieces
- Teaspoons - 100 pieces
- Unsalted butter - 1 kg
- Cream cheese - 1.5 kg
- Hummus - 2 kg
- Peanut butter - 1 jar
- Young cheese - 2 kg
- Brie - 1.5 kg
- Goat cheese - 1 kg
- Ham - 1.5 kg
- Smoked chicken breast - 1,5 kg
- Vegetarian spread - 1 kg
- Baguettes - 25 pieces
- Whole wheat bread - 12 loaves
- Mini wraps - 120 pieces
- Cucumbers - 12 pieces
- Cherry tomatoes - 4 kg
- Arugula - 1 kg
- Bell peppers - 12 pieces
- Olives - 2 kg
- Grapes - 5 kg
- Apples - 80 pieces
- Bananas - 60 pieces
- Mixed nuts - 2 kg
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Bitterballen - 300 pieces
- Vegetarian bitterballen - 100 pieces
- Mini quiches - 120 pieces
- Falafel balls - 120 pieces
- Satay sauce - 2 liters
- Mustard - 2 jars
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Sweet chili sauce - 2 bottles
- Olive oil - 1 liter
- Balsamic vinegar - 500 ml
- Salt - 500 grams
- Black pepper - 250 grams
- Fresh basil - 6 bunches
- Fresh parsley - 6 bunches
- Dessert pastries - 100 pieces
- Vegan dessert - 10 portions
- Gluten-free pastries - 10 pieces
- Napkins - 500 pieces
- Paper cups - 150 pieces
- Stirring spoons - 4 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 8 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- Hand soap - 4 bottles
- Toilet paper - 24 rolls
- Disinfectant wipes - 4 packs

Tips

Plan one chair per registered participant, plus 5–10% extra for late arrivals or guests. Count seats separately for the audience, speakers and any panel at the stage table.
Match the AV setup to the room before buying or borrowing equipment. Test the laptop, projector, screen, microphones, mixer, speakers and HDMI cables together at least 24 hours in advance.
For a full-day colloquium, allow 2–3 coffee servings per person and keep hot drinks available during each break. Prepare enough cups, water glasses, thermos flasks and serving trays for one complete service before replenishing.
Prepare name badges, the printed programme and participant list no later than the day before. Sort badges alphabetically or by registration order so check-in takes less than 2 minutes per person.
Bring at least one spare power strip, extension cord and presentation clicker. Speakers often arrive with a different laptop or connector, so keep the presentation files on a backup laptop or USB drive.

Frequently asked questions

What equipment do I need for a colloquium?: For a standard presentation room, plan a projector, projection screen, laptop, presentation clicker, microphones, speakers, mixer, HDMI cables, extension cords and power strips. Test the full setup at least 24 hours before the colloquium.
How many chairs and tables do I need for a colloquium?: Provide one chair for every registered participant and add 5–10% spare seating. Use a stage table for speakers or panel members, plus tables for registration, catering and any materials.
How much coffee and water should I buy for a colloquium?: Allow 2–3 coffee servings per person for the first half of the day and another 1–2 servings if the programme continues after lunch. Plan at least 0.5–1 litre of water per person, with extra glasses for speakers and the panel.
When should I prepare the colloquium supplies?: Confirm quantities and catering details 3–5 days before the event, then prepare badges, printed programmes and the participant list the day before. Set up and test the room and equipment at least 2 hours before registration opens.

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