Conference dinner shopping list

A conference dinner needs more than plates and food. You’ll need enough glassware for water and wine, serving pieces for each course, coffee equipment, table details and clear labels for special dietary meals. Use the guest count to calculate quantities, then add a small buffer for breakages, spills and late arrivals. Buy fresh produce as close to the dinner as practical, and chill drinks before guests arrive rather than during registration.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Buffet tablesqty 3
B high tablesqty 4
Coat racksqty 2
Stoolsqty 8
Waste binsqty 6
Registration desk

Tableware

Dinner platesqty 80
Dessert platesqty 80
Soup bowlsqty 80
Coffee cupsqty 70
Water glassesqty 90
Wine glassesqty 90
Champagne glassesqty 80
Dinner cutleryqty 90
Serving spoonsqty 12
Serving plattersqty 16
Serving traysqty 12
Carafesqty 12

Decorations

Tableclothsqty 8
Napkin ringsqty 70
Menu Card Holdersqty 10
Table numbersqty 8
Flower arrangementsqty 8
LED candlesqty 24
Welcome sign
Backdrop cloth

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Food warmersqty 6
Induction hobsqty 2
Wireless microphonesqty 2
Speakersqty 2
Music player
Extension cordsqty 6
Power stripsqty 6
Power banksqty 4

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Mixing bowlsqty 6
Pansqty 4
Measuring cupsqty 4
Kitchen tongsqty 8
Oven mittsqty 4
Kitchen thermometersqty 2

Cleaning

Cleaning bucketsqty 4
Mugsqty 3
Broom setsqty 2
Microfiber clothsqty 20
Rubber glovesqty 8

Lighting

LED light stringsqty 4
Standing lampsqty 4
Battery setsqty 8

Catering

Groceries
- Sourdough bread - 8 loaves
- Whole grain bread - 4 loaves
- Butter - 1 kilo
- Olive oil - 2 liters
- Balsamic vinegar - 500 milliliters
- Red wine vinegar - 500 milliliters
- Salt - 1 kilo
- Black pepper - 250 grams
- Paprika powder - 100 grams
- Garlic powder - 100 grams
- Italian herbs - 100 grams
- Fresh parsley - 4 bunches
- Fresh basil - 4 pots
- Onions - 3 kilos
- Garlic - 6 bulbs
- Carrots - 4 kilos
- Celery - 2 bunches
- Leeks - 3 kilos
- Potatoes - 12 kilos
- Green asparagus - 5 kilos
- Zucchini - 3 kilo
- Bell peppers - 3 kilos
- Mushrooms - 4 kilos
- Mixed salad - 4 kilo
- Cherry tomatoes - 3 kilos
- Cucumbers - 3 kilos
- Lemons - 4 kilos
- Apples - 5 kilo
- Pears - 4 kg
- Grapes - 4 kilos
- Strawberries - 3 kilos
- Mixed nuts - 2 kilos
- Raisins - 1 kilo
- Chickpeas - 12 cans
- Lentils - 3 kilos
- Vegetable stock - 5 liters
- Chicken broth - 5 liters
- Diced tomatoes - 12 cans
- Tomato paste - 6 tubes
- Coconut milk - 8 cans
- Cooking cream - 6 liters
- Mayonnaise - 3 liters
- Mustard - 2 liters
- Pesto - 2 kilos
- Hummus - 3 kilos
- Ketchup - 2 liters
- Soy sauce - 1 liter
- Balsamic syrup - 1 liter
- Parmesan cheese - 2 kilos
- Grated cheese - 3 kilos
- Goat cheese - 2 kilos
- Feta - 2 kilos
- Cream cheese - 2 kilo
- Milk - 8 liters
- Oat milk - 6 liters
- Whipped cream - 3 liters
- Eggs - 60 pieces
- Chicken breast - 8 kilos
- Salmon fillet - 6 kilos
- Beef stew - 8 kilos
- Tofu - 5 kilos
- Quinoa - 4 kilos
- Risotto rice - 5 kilos
- Pasta - 5 kilos
- Wheat flour - 2 kilos
- Gluten-free bread - 4 loaves
- Gluten-free crackers - 6 packs
- Dark chocolate - 2 kilo
- Cookies - 4 kilos
- Brownies - 80 pieces
- Vanilla ice cream - 8 liters
- Coffee beans - 2 kilos
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 2 kilos
- Honey - 1 kilo
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Ginger ale - 8 bottles
- Spa Blauw - 60 bottles
- Spa Rood - 30 bottles
- Orange juice - 12 liters
- Apple juice - 8 liters
- Non-alcoholic beer - 30 bottles
- Pilsner - 72 bottles
- White wine - 18 bottles
- Red wine - 18 bottles
- Rosé - 8 bottles
- Prosecco - 12 bottles
- Coffee milk - 4 liters
- Ice cubes - 20 kilo
- Paprika chips - 2 kilos
- Plain chips - 2 kilos
- Olives - 2 kilos
- Salted breadsticks - 2 kilos
- Cocktail sticks - 2 boxes
- Napkins - 200 pieces
- Paper straws - 100 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 8 rolls
- Trash bags - 50 pieces
- Dishwasher tablets - 60 pieces
- Dish soap - 2 liters
- All-purpose cleaner - 2 liters
- Glass cleaner - 1 liter
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Paper towels - 8 packs

Tips

Plan tableware by place setting: one dinner plate, dessert plate, soup bowl, coffee cup, full cutlery set, water glass and wine glass per guest, plus at least 10% extra of each fragile item.
Allow two to three drinks per person for the first hour, then about one drink per hour. Include water in carafes at every table and chill bottles before the reception starts.
Order or prepare serving platters, serving trays, soup ladles and other serving spoons for every dish; one serving utensil per shared dish prevents queues and last-minute borrowing.
Prepare one clearly labelled meal for every recorded dietary requirement, and keep those meals separate from the main service. Finalise the list at least 48 hours before the dinner so catering can adjust.
Count coffee cups, kettles and coffee machines for the end of the meal, not just the welcome period. Set aside enough napkins, tablecloths, waste bins and menu holders before suppliers arrive.

Frequently asked questions

How many plates and glasses do I need for a conference dinner?: Start with one dinner plate, dessert plate, water glass and wine glass per guest, then add 10% extra. For 100 guests, that means at least 110 of each item, with additional bowls or champagne glasses if those courses or drinks are served.
How much wine and water should I buy for a conference dinner?: Budget two to three drinks per guest during the first hour and about one per hour afterwards. Provide at least 1 litre of water per guest for the full dinner, divided between still and sparkling if both are offered.
When should I confirm dietary requirements for a conference dinner?: Collect requirements when registrations open and confirm the final list with the caterer at least 48 hours before the dinner. Label each special meal before service and keep it separate from unlabelled dishes.
How much extra tableware should I order for a conference dinner?: Order 10% more plates, glasses and cups than the confirmed guest count. For 80 guests, plan for at least 88 of each standard item to cover breakages, spills and unexpected attendees.

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