What you need for a conference

A conference shopping list covers more than coffee and name badges. You may need equipment for presentations, serving items for catering, supplies for registration, and materials for speaker and participant folders. Plan quantities from your confirmed attendance, then add a small buffer for late registrations and replacements. Check what the venue already provides before buying or transporting bulky items such as tables, chairs, coffee machines and projection equipment.

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What to bring

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

Furniture

Congress tablesqty 12
Chairsqty 120
Registration tablesqty 2
Speaker table
Bar stoolsqty 4
Clothes racksqty 2

Equipment

Projector
Projection screen
Presentation laptop
HDMI cablesqty 3
HDMI adaptersqty 4
Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Audio mixer
Extension cordsqty 6
Power stripsqty 6
USB sticksqty 3

Tableware

Coffee cupsqty 120
Water glassesqty 120
Wine glassesqty 120
Dinner platesqty 120
Dessert platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Food warmersqty 8
Coolersqty 6
Ice cube traysqty 4
Cutting boardsqty 4
Chef's knivesqty 4
Oven mittsqty 4
Bread basketsqty 8

Decorations

Tableclothsqty 12
Stage backdrop
Flower arrangementsqty 8
Name badgesqty 120
Pensqty 130
Congress foldersqty 120
Program flyersqty 130
Speaker name badgesqty 8
Directional signsqty 12
Information boardsqty 4

Lighting

Standing lampsqty 4
Mood lightingqty 4

Cleaning

Waste binsqty 8
Waste sorting binsqty 4
Cleaning bucketsqty 3
Mopsqty 3
Broom setsqty 3
Cleaning glovesqty 6

Catering

Groceries
- Coffee - 6 packs
- Decaffeinated coffee - 2 packs
- Black tea - 4 boxes
- Green tea - 2 boxes
- Herbal tea - 2 boxes
- Cocoa powder - 2 packs
- Sugar - 3 kilos
- Sweetener - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lactose-free milk - 3 liters
- Lemons - 20 pieces
- Still mineral water - 80 bottles
- Sparkling mineral water - 40 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Ginger beer - 6 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Sparkling grape juice - 6 bottles
- Beer - 80 bottles
- Non-alcoholic beer - 30 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 6 bottles
- Bubbles - 6 bottles
- Ice cubes - 20 kilo
- Mini croissants - 150 pieces
- Mini chocolate croissants - 100 pieces
- Whole wheat bread - 12 loaves
- White rolls - 100 pieces
- Multigrain sandwiches - 80 pieces
- Unsalted butter - 2 kilos
- Strawberry jam - 4 jars
- Honey - 3 jars
- Peanut butter - 3 jars
- Sliced cheese - 4 kilos
- Young cheese - 2 kilos
- Hummus - 3 kilos
- Cream cheese - 2 kilo
- Turkey breast - 2 kilos
- Smoked chicken breast - 2 kilo
- Cucumbers - 12 pieces
- Tomatoes - 4 kilos
- Lettuce - 12 heads
- Bell peppers - 20 pieces
- Carrots - 4 kilos
- Apples - 120 pieces
- Bananas - 80 pieces
- Grapes - 8 kilos
- Oranges - 60 pieces
- Muesli bars - 150 pieces
- Mini muffins - 150 pieces
- Butter cookies - 8 packs
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Salty nuts - 6 bags
- Olives - 4 jars
- Sun-dried tomatoes - 3 jars
- Savory crackers - 8 packs
- Basmati rice - 8 kilos
- Penne - 8 kilo
- Tomato sauce - 12 jars
- Vegetable stock - 2 boxes
- Chickpeas - 12 cans
- Coconut milk - 8 cans
- Curry paste - 4 jars
- Chicken breast - 10 kilo
- Tofu - 5 kilos
- Mixed wok vegetables - 15 kilos
- Potatoes - 12 kilos
- Green salad - 10 kilos
- Cucumber salad - 8 kilos
- Feta - 3 kilo
- Parmesan cheese - 2 kilos
- Pesto - 3 jars
- Olive oil - 3 liters
- Balsamic vinegar - 2 bottles
- Mayonnaise - 3 jars
- Ketchup - 3 bottles
- Mustard - 3 jars
- Garlic sauce - 3 bottles
- Chili sauce - 3 bottles
- Salt - 1 kilo
- Black pepper - 500 grams
- Paprika powder - 250 gram
- Italian herbs - 250 grams
- Curry powder - 250 grams
- Basil - 10 bunches
- Parsley - 10 bunches
- Baking spray - 2 cans
- Dessert cups - 150 pieces
- Yogurt - 12 kilo
- Granola - 5 kilos
- Fresh fruit for dessert - 8 kilos
- Napkins - 500 pieces
- Paper straws - 200 pieces
- Coffee filters - 3 packs
- Dish soap - 3 bottles
- Dishwasher tablets - 2 boxes
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 60 pieces
- Hand soap - 6 bottles
- Paper towels - 12 packs
- Hand sanitizer - 8 bottles

Tips

Plan one name badge and one participant folder for every registered attendee, then prepare 5–10% extra for late arrivals, damaged badges and last-minute changes.
For a full conference day, allow roughly 2–3 coffee servings and 1–1.5 litres of water per person. Keep extra cups and glasses available during registration and breaks.
Prepare one presentation laptop, the required HDMI cables and at least two compatible HDMI adapters. Bring one USB stick with the final presentations and test the setup before guests arrive.
Match tableware to the catering format: allow one dinner plate, dessert plate and cutlery set per meal, plus 10% extra. Provide serving platters and tongs for each buffet section rather than sharing one set.
Pack technical backups separately: bring at least two extension cords, two power strips and spare batteries for wireless microphones. Label cables and adapters so setup at the venue takes less time.

Frequently asked questions

How much water and coffee do I need for a conference?: For a full-day conference, plan about 1–1.5 litres of water and 2–3 coffee servings per person. Add 10% extra, especially when registration numbers are not final.
How many name badges should I print for a conference?: Print one badge per registered participant, speaker and organiser. Prepare an additional 5–10% so you can handle late registrations, spelling corrections and damaged badges.
What presentation equipment should I bring to a conference?: Bring a presentation laptop, projector, projection screen, HDMI cables, compatible adapters and a USB stick with the final files. Test everything at least 60 minutes before the first presentation and keep a backup adapter available.
When should I buy conference supplies?: Buy printed materials and non-perishable supplies 3–5 days before the conference. Chill drinks and prepare catering equipment the day before, then check the complete shopping list again before leaving for the venue.

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