What to buy for a communications conference

A communications conference needs more than coffee, name badges and a projector. Plan supplies for registration, presentations, speakers, breaks and the technical setup, with enough spare equipment to handle missing cables or last-minute changes. Use the confirmed participant count as your base for tableware, water and printed materials, then add a small buffer. Buy perishable items close to the event, but arrange rented equipment and printed items earlier.

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What to bring

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

Furniture

Reception table
Buffet tablesqty 4
Participant chairsqty 90
Speaker table
Bar stoolsqty 4
Table linenqty 12

Tableware

Coffee cupsqty 100
Water glassesqty 100
Wine glassesqty 100
Platesqty 100
Cutlery setsqty 100
Serving traysqty 8

Equipment

Projector
Projection screen
Laptop
Wireless microphonesqty 3
Speakersqty 2
Microphone standsqty 2
HDMI cablesqty 3
Extension cordsqty 6
Power stripsqty 6
USB sticksqty 3

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Ice cube traysqty 4
Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Serving spoonsqty 8
Serving plattersqty 12
Bread basketsqty 4

Decorations

Name badgesqty 90
Badge holdersqty 90
Program leafletsqty 100
Pensqty 100
Notepadsqty 100
Table signsqty 12
Direction signsqty 10
Plantsqty 8
Clipboardsqty 4

Lighting

LED floor lampsqty 4
Mood lightingqty 4

Cleaning

Waste binsqty 6
Dustpan and brushqty 2
Bucketsqty 3
Mopsqty 3
Cleaning glovesqty 6
Microfiber clothsqty 12
Hand soap dispensersqty 4

Catering

Groceries
- Coffee - 2.5 kilograms
- Decaf coffee - 500 grams
- Black tea - 100 tea bags
- Herbal tea - 50 bags
- Hot chocolate - 2 liters
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Coffee creamer - 4 packs
- Sugar - 2 kilograms
- Sweeteners - 2 boxes
- Honey - 2 jars
- Spa Blauw - 8 crates
- Spa Red - 3 crates
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Ice tea - 4 bottles
- Sinas - 3 bottles
- Apple juice - 3 packs
- Orange juice - 5 cartons
- Beer - 8 crates
- Alcohol-free beer - 2 crates
- White wine - 12 bottles
- Red wine - 6 bottles
- Prosecco - 6 bottles
- Alcohol-free sparkling wine - 4 bottles
- Ice cubes - 20 kilograms
- Ice lollies - 50 pieces
- Croissants - 100 pieces
- Mini currant buns - 100 pieces
- Whole wheat bread - 12 loaves
- White rolls - 100 pieces
- Multigrain rolls - 100 pieces
- Mini rolls - 100 pieces
- Unsalted butter - 1.5 kilograms
- Plain cream cheese - 2 kilogram
- Hummus - 2 kilograms
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Sliced cheese - 3 kilogram
- Young cheese - 2 kilograms
- Aged cheese - 2 kilogram
- Cooked ham - 2 kilograms
- Chicken breast slices - 2 kilograms
- Smoked salmon - 1.5 kilogram
- Eggs - 120 pieces
- Tuna salad - 1.5 kilogram
- Chicken salad - 1,5 kilogram
- Vegan vegetable spread - 2 kilograms
- Cucumbers - 12 pieces
- Tomatoes - 3 kilograms
- Bell peppers - 12 pieces
- Arugula - 1 kilogram
- Lettuce - 8 heads
- Avocados - 20 pieces
- Apples - 100 pieces
- Bananas - 80 pieces
- Grapes - 8 kilograms
- Oranges - 60 pieces
- Cherry tomatoes - 3 kilograms
- Carrots - 3 kilograms
- Celery - 6 bunches
- Paprika chips - 10 bags
- Plain chips - 10 bags
- Tortilla chips - 8 bags
- Mixed nuts - 3 kilograms
- Olives - 2 kilograms
- Sun-dried tomatoes - 1 kilogram
- Mini meatballs - 4 kilogram
- Vegetarian party snacks - 3 kilograms
- Vegan snacks - 2 kilogram
- Bitterballen - 5 kilogram
- Mustard - 3 bottles
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Garlic sauce - 2 bottles
- Balsamic dressing - 2 bottles
- Olive oil - 2 bottles
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Italian herbs - 1 jar
- Butter cookies - 5 packs
- Brownies - 100 pieces
- Mini muffins - 100 pieces
- Chocolate - 3 kilograms
- Paper napkins - 500 pieces
- Coffee filters - 200 pieces
- Stirrers - 300 pieces
- Biodegradable straws - 150 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Trash bags - 50 pieces
- Glass trash bags - 10 pieces
- Dish soap - 3 bottles
- Dishwasher tablets - 50 pieces
- All-purpose cleaner - 3 bottles
- Disinfectant spray - 2 bottles
- Toilet paper - 48 rolls
- Hand soap - 4 refills
- Hand sanitizer - 4 bottles
- Paper towels - 12 packs

Tips

Prepare one USB stick for the presentation backup and test it on the event laptop at least one day before the conference. Keep a second copy available in case the first USB stick fails.
Count one coffee cup, water glass, plate and cutlery set per participant, then add 10% extra. For 80 participants, that means 88 of each item before accounting for catering staff or speakers.
Allow at least two wireless microphones for sessions with audience questions, and keep microphone stands available for fixed speaking positions. Test every microphone with the speakers and projection system during the technical check.
Buy or prepare name badges and program leaflets for the final registration count, plus 5% extra. Extra badges are useful for late registrations, replacement badges and speakers whose details change after printing.
Plan coffee and water service for every break rather than only for the opening reception. Coffee machines, kettles, thermos flasks, serving trays and ice should be ready before participants leave the first session.

Frequently asked questions

What do I need for a communications conference?: Plan registration furniture, name badges, program leaflets, coffee and water service, tableware, presentation equipment and backup cables. For catering supplies, use the confirmed attendee count plus 10% extra; for printed materials, 5% extra is usually sufficient.
How many name badges should I print for a conference?: Print one badge for every confirmed participant, speaker and moderator, then add 5% spare badges. Finalize the list at least 3 days before printing so dietary details, roles and name spelling can be checked.
How much tableware do I need for 50 conference attendees?: Prepare at least 55 coffee cups, water glasses, plates and cutlery sets when using a 10% buffer. Add separate quantities for speakers, staff and catering personnel if they are not included in the attendee count.
When should I buy supplies for a communications conference?: Arrange rented AV equipment and printed programs 1–2 weeks ahead. Buy shelf-stable drinks and disposable backup supplies several days before the event, and purchase ice and other perishables on the day before or the morning of the conference.

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