Conference shopping list: what to buy and bring

A conference needs more than chairs and a projector. Plan the items that keep registration, presentations, coffee breaks and catering running without delays. This list covers tableware, drinks service, buffet equipment, microphones, presentation connections and practical power supplies. Use your confirmed attendee count to set quantities, then add a small buffer for last-minute registrations, damaged cups and missing adapters.

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What to bring

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

Furniture

Chairsqty 110
Tablesqty 14
Registration tablesqty 2
Stage tablesqty 2
Speaker chairsqty 6
Stoolsqty 4

Equipment

Projectorqty 2
Projection screensqty 2
Laptopsqty 2
Wireless microphonesqty 4
Microphone standsqty 3
Speakersqty 2
Mixer
HDMI cablesqty 4
HDMI adaptersqty 6
Extension cordsqty 8
Power stripsqty 8
Presentation clickersqty 2
Power banksqty 4

Tableware

Coffee cupsqty 120
Water glassesqty 120
Platesqty 120
Cutlery setsqty 120
Serving boardsqty 8
Serving plattersqty 12
Coffee potsqty 6
Water jugsqty 8

Catering

Thermos flasksqty 6
Coolersqty 4
Buffet warmersqty 6
Serving tongsqty 10
Tablecloth rollsqty 4
Groceries
- Coffee beans - 4 kilos
- Decaf coffee - 500 grams
- Black tea - 120 bags
- Herbal tea - 60 tea bags
- Hot chocolate - 3 liters
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Coffee cream - 2 liter
- White sugar - 2 kilos
- Sweetener - 300 pieces
- Lemons - 2 kilos
- Spa Blauw - 120 bottles
- Spa Red - 60 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Orange soda - 12 bottles
- Apple juice - 12 liters
- Orange juice - 12 liters
- Sparkling water - 24 bottles
- Ice cubes - 15 kilos
- Mini croissants - 120 pieces
- Mini chocolate croissants - 120 pieces
- Unsalted butter - 2 kilos
- Strawberry jam - 3 jars
- Chocolate sprinkles - 2 kilos
- Whole wheat bread - 12 loaves
- White bread - 8 loaves
- Multigrain bread - 8 loaves
- Mini sandwiches - 240 pieces
- Young cheese - 4 kilos
- Aged cheese - 3 kilos
- Chicken breast topping - 3 kilos
- Roast beef slices - 2 kilos
- Hummus - 3 kilos
- Cream cheese - 2 kilo
- Cucumbers - 4 kilos
- Tomatoes - 4 kilos
- Arugula - 1 kilo
- Bell peppers - 3 kilos
- Mixed salad - 4 kilo
- Chicken meal salad - 40 pieces
- Vegetarian meal salad - 40 pieces
- Vegan meal salad - 20 pieces
- Pasta salad - 8 kilo
- Potato salad - 8 kilos
- Falafel - 4 kilos
- Grilled vegetables - 5 kilos
- Chicken pieces - 5 kilos
- Wraps - 160 pieces
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 bottles
- Garlic sauce - 2 bottles
- Olive oil - 1 liter
- Balsamic vinegar - 500 milliliters
- Salt - 500 grams
- Black pepper - 250 grams
- Paprika powder - 100 grams
- Oregano - 100 grams
- Apples - 8 kilos
- Bananas - 8 kilos
- Grapes - 5 kilos
- Mandarins - 5 kilos
- Unsalted nuts - 3 kilos
- Muesli bars - 120 pieces
- Dark chocolate - 2 kilos
- Salty pretzels - 2 kilos
- Paprika chips - 2 kilos
- Plain chips - 2 kilos
- Cookies - 4 kilos
- Paper napkins - 600 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Liquid hand soap - 6 bottles
- Hand sanitizer - 8 bottles
- Trash bags - 80 pcs
- Dish soap - 3 bottles
- Dishwasher tablets - 60 pieces
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Rubber gloves - 12 pairs
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Food containers - 40 pieces
- Diet labels - 100 pieces

Registration

Name badgesqty 120
Lanyardsqty 120
Registration traysqty 4
Pensqty 40
Clipboardsqty 6
Program leafletsqty 120
Notepadsqty 120
Evaluation formsqty 120
Table numbersqty 14

Decorations

Stage backdropsqty 2
Wayfinding signsqty 10
Speaker name badgesqty 8
Cotton table runnersqty 14

Lighting

LED work lightsqty 4
Light standsqty 4

Cleaning

Waste binsqty 8
Vacuum cleaner
Mop headsqty 2
Bucketsqty 2
Cleaning clothsqty 12
Waste sorting binsqty 4

Safety

First aid kit
Non-slip matsqty 6

Tips

Plan one coffee cup, water glass, plate and cutlery set per attendee for each catering service, then add 10% extra. Cups and glasses disappear quickly when guests leave them in meeting rooms.
For water service, prepare one water jug for every 10 to 15 attendees and refill it during each break. Keep extra water glasses at registration and near the speaker area rather than relying on one central table.
Check every presentation laptop, projector, screen, microphone and HDMI adapter at least one day before the conference. Bring one compatible adapter per presentation setup plus one spare, because missing connections are often noticed only when a speaker arrives.
Allow one wireless microphone for the presenter and one for audience questions in each active room. Add microphone stands where a fixed speaking position is needed, and test speakers and the mixer before doors open.
Set aside power strips, extension cords and power banks before loading the equipment case. Label cables by room and keep the presentation clicker, adapters and spare batteries together at registration so they do not get buried in catering supplies.

Frequently asked questions

How many coffee cups and water glasses do I need for a conference?: Start with one coffee cup and one water glass per attendee for each service, plus 10% extra. For 100 attendees and two coffee breaks, that means at least 220 coffee cups; water glasses can be reused only if staff collect and wash them between services.
How much water should I buy for a conference?: Allow about 0.5 to 1 litre of drinking water per attendee for a half-day conference, depending on room temperature and catering. For 100 attendees, prepare 50 to 100 litres and keep additional bottles or refill capacity available for speakers and staff.
What AV equipment is needed for a conference presentation?: For each presentation room, plan a projector, projection screen, presentation laptop, clicker, microphone and speakers, plus the correct HDMI cable and adapter. Test the complete setup at least 24 hours before the first session and keep one spare adapter available.
When should I order conference catering and printed materials?: Confirm catering quantities after registration closes and dietary requirements have been collected, ideally 5 to 7 days before the conference. Order badges, participant lists, program booklets and speaker information at least 3 business days before the event so there is time to correct names or schedules.

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