Conference shopping list: what to buy and bring

A conference needs more than chairs and a projector. You also need the right tableware for catering, enough drinking glasses, reliable presentation connections and supplies for registration. Use your final participant count to calculate quantities, then add a small buffer for breakage, spills and last-minute attendees. Check equipment compatibility several days before the event, especially HDMI adapters, microphones and power access.

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What to bring

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

Furniture

Chairsqty 110
Tablesqty 18
Beer tablesqty 6
Lecternsqty 2
Stage table
Registration deskqty 2

Tableware

Coffee cupsqty 120
Water glassesqty 120
Wine glassesqty 120
Dinner platesqty 120
Dessert platesqty 120
Knivesqty 120
Forksqty 120
Spoonsqty 120
Coffee spoonsqty 120
Serving plattersqty 20
Pitchersqty 12

Equipment

Projectorqty 2
Projection screenqty 2
Laptopsqty 2
HDMI cablesqty 4
HDMI adaptersqty 4
Wireless microphonesqty 4
Microphone standsqty 3
Speakersqty 4
Mixer
Extension cordsqty 8
Power stripsqty 8
Presentation clickersqty 2
Power banksqty 4
Coolersqty 4
Coffee machinesqty 4
Kettlesqty 3
Hot drink urnsqty 8
Thermos flasksqty 6

Decorations

Name badgesqty 120
Badge holdersqty 120
Badge lanyardsqty 120
Program leafletsqty 120
Tableclothsqty 20
Stage sign
Route signsqty 8
Plantsqty 8
Flower arrangementsqty 6

Lighting

Standing lampsqty 6
LED lightsqty 12

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving spoonsqty 12
Serving tongsqty 10
traysqty 8

Cleaning

Waste binsqty 10
Cleaning bucketsqty 3
Mopsqty 3
Broom and dustpanqty 3

Catering

Groceries
- Coffee beans - 4 kg
- Decaf coffee - 500 g
- Black tea - 200 bags
- Herbal tea - 100 bags
- Earl Grey tea - 100 bags
- Sugar - 2 kg
- Sweeteners - 200 pieces
- Semi-skimmed milk - 12 liters
- Oat milk - 8 liters
- Soy milk - 4 liters
- Lemons - 3 kg
- Still mineral water - 80 bottles
- Sparkling mineral water - 60 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Orange soda - 12 bottles
- Iced tea - 12 bottles
- Apple juice - 12 liters
- Orange juice - 12 liters
- White wine - 18 bottles
- Red wine - 12 bottles
- Alcohol-free beer - 48 bottles
- Beer - 72 bottles
- Toast - 12 packs
- Whole wheat bread - 12 loaves
- White rolls - 120 pieces
- Whole wheat rolls - 60 pieces
- Gluten-free sandwiches - 12 pieces
- Unsalted butter - 2 kg
- Hummus - 3 kg
- Cream cheese - 2 kg
- Young cheese - 4 kg
- Brie - 2 kg
- Smoked chicken breast - 3 kg
- Smoked salmon - 2 kg
- Vegetarian spread - 2 kg
- Cucumbers - 3 kg
- Tomatoes - 4 kg
- Bell peppers - 3 kg
- Arugula - 1 kg
- Mixed lettuce - 3 kg
- Carrots - 3 kg
- Red onion - 1 kg
- Grapes - 5 kg
- Apples - 100 pieces
- Bananas - 80 pieces
- Oranges - 60 pieces
- Muesli bars - 120 pieces
- Oatmeal cookies - 120 pieces
- Butter cookies - 120 pieces
- Brownies - 120 pieces
- Mini muffins - 120 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Salted nuts - 3 kg
- Olives - 2 kg
- Sun-dried tomatoes - 1 kg
- Grapeseed oil - 2 liter
- Balsamic vinegar - 1 liter
- Mayonnaise - 2 liter
- Mustard - 1 liter
- Ketchup - 1 liter
- Pesto - 1 kg
- Salt - 500 g
- Black pepper - 250 g
- Italian herbs - 250 g
- Paprika powder - 250 g
- Napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 36 rolls
- Trash bags - 50 pieces
- Dish soap - 2 liters
- Dishwasher tablets - 60 pieces
- All-purpose cleaner - 3 liters
- Glass cleaner - 1 liter
- Disinfectant wipes - 4 packs
- Hand soap - 6 bottles
- Hand sanitizer - 8 bottles

Tips

Plan tableware from the confirmed participant list, then add roughly 10% extra plates, glasses and cutlery. Catering often needs more pieces than expected when people return for dessert or use a fresh glass.
For each presentation room, check the projector, screen, laptop, HDMI cable, HDMI adapter and clicker together at least one day beforehand. A spare adapter and extension cord can prevent a delayed opening.
Prepare registration materials in alphabetical order and keep the desk supplied with badges, the final participant list and working pens. Put power banks nearby if attendees or speakers need to recharge phones.
Allow two to three drinks per person during the first hour, then about one drink per person per hour. Chill drinks before guests arrive and keep pitchers available for water service throughout the program.
Count microphones, stands and speakers against the room layout rather than ordering by habit. Test every wireless microphone from the stage and confirm that the mixer has enough inputs before the first speaker arrives.

Frequently asked questions

How much tableware do I need for a conference?: Start with one dinner plate, one dessert plate, one fork, one knife and one spoon per participant, plus about 10% extra. For glasses and coffee cups, plan at least one per person per service round and add 10% for replacements.
How many drinks should I buy for a conference?: For the first hour, allow two to three drinks per person. After that, plan on roughly one drink per person per hour, with extra water available throughout the day.
When should I check the conference AV equipment?: Test the projector, screen, laptop, HDMI cables, adapters, microphones and clicker at least one day before the conference. Do a second sound and connection check 60 minutes before registration opens.
How many spare conference supplies should I bring?: Bring around 10% extra tableware and printed badges or materials beyond the confirmed participant count. Keep at least one spare HDMI adapter, extension cord, power strip and presentation clicker available.

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