What to buy and pack for a conference trip

A conference trip needs more than travel documents and a laptop. You also need practical supplies for registration, presentations, catering, wayfinding and keeping participants informed. This checklist covers the items that are easy to overlook, from HDMI adapters and power strips to name badge holders, folders and transport crates. Check quantities against your confirmed participant list, then pack materials separately from personal luggage so setup is quick when you arrive.

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What to bring

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

Furniture

Foldable tablesqty 4
Folding chairsqty 24
Coat rack
Clothes hangersqty 30
Coolersqty 3
Transport cratesqty 6

Tableware

Coffee cupsqty 24
Glassesqty 30
Water glassesqty 30
Platesqty 30
Cutlery setsqty 30

Equipment

Laptopqty 2
Presentation screen
HDMI cableqty 2
HDMI adapter kit
Extension cordsqty 3
Power stripsqty 4
Power banksqty 4
Charging cablesqty 6
Portable speakersqty 2
Microphone
Laser pointer
Laptop standqty 2

Decorations

Name card holdersqty 24
Tableclothsqty 4
Congress banner
Wayfinding signsqty 6

Office

Congress foldersqty 24
Notepadsqty 30
Ballpoint pensqty 36
Badge holdersqty 24
Lanyardsqty 24
Printer paper
Tapeqty 3
Scissorsqty 2
Markersqty 2
Name badgesqty 6

Travel supplies

Travel document foldersqty 4
Luggage tagsqty 24
Umbrellasqty 6
Reflective vestsqty 4

Cleaning

Waste binsqty 4
Hand brush and dustpan
Microfiber clothsqty 6

Catering

Groceries
- Coffee beans - 2 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Mints - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Lemons - 6 pieces
- Spa Blauw - 48 bottles
- Spa Red - 24 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Sinas - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Tortilla chips - 4 bags
- Salted nuts - 3 bags
- Rice crackers - 3 packs
- Mini wraps - 48 pieces
- Hummus - 4 tubs
- Cream cheese - 3 tubs
- Young cheese - 1,5 kilo
- Smoked chicken breast - 1 kilo
- Vegetarian spreads - 6 tubs
- Cucumbers - 6 pieces
- Bell peppers - 8 pieces
- Cherry tomatoes - 2 kilos
- Carrots - 2 kilos
- Grapes - 2 kilos
- Apples - 30 pieces
- Bananas - 24 pieces
- Mini muffins - 48 pieces
- Cookies - 4 packs
- Gluten-free crackers - 2 packs
- Vegan spreads - 4 tubs
- Mayonnaise - 1 bottle
- Mustard - 1 bottle
- Ketchup - 1 bottle
- Napkins - 200 pieces
- Paper cups - 50 pieces
- Stirrers - 100 pieces
- Food storage containers - 20 pieces
- Aluminum foil - 1 roll
- Cling film - 1 roll
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- Hand soap - 4 bottles
- Hand sanitizer - 4 bottles

Tips

Plan one congress folder, notepad and ballpoint pen per participant, plus at least 5% extra for late registrations or damaged supplies.
Bring one name badge holder per attendee and print a small reserve batch before departure. Keep badges sorted alphabetically or by assigned group so registration does not stall.
For presentation equipment, pack the laptop, screen, HDMI cable, adapter kit, laser pointer and laptop stand together. Test the complete setup at least 24 hours before leaving.
Count charging cables, power banks, extension cords and power strips before packing. Leave enough outlets for the presentation area and participant charging, rather than relying on one wall socket.
Buy or prepare catering tableware for the confirmed headcount: coffee cups, glasses, water glasses, plates and cutlery sets. Add a 10% buffer and keep dietary requirements with the food setup plan.

Frequently asked questions

What should I pack for a conference trip?: Pack presentation equipment, charging supplies, conference folders, notepads, pens, badges and badge holders. Also bring the planned tableware, signage, banner and transport crates if you are setting up the conference yourself.
How many conference folders and notepads do I need?: Prepare one folder and one notepad per confirmed participant, then add 5% extra. For 40 attendees, that means 42 of each item so you have two spares.
How much conference tableware should I buy?: Use the confirmed participant count as your base and add 10% for breakage, extra servings and staff. For 50 people, plan for about 55 plates, glasses, water glasses, coffee cups and cutlery sets.
When should I test the conference presentation equipment?: Test the laptop, presentation screen, HDMI cable, adapter kit, microphone and speakers at least 24 hours before departure. Check the setup again at the venue before participants arrive, because connectors and power access may differ.

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