What you need for a construction conference
A construction conference needs more than chairs and a projector. Plan supplies for registration, presentations, catering, networking, and the practical needs of speakers and attendees. For drinks, allow two to three servings per person during the first hour, then one to two per hour afterward. Order disposable or reusable tableware for every guest, plus at least 10% extra for breakage, spills, and late arrivals.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Conference chairsqty 110
- Tablesqty 14
- Registration desk
- Buffet tablesqty 6
- Stoolsqty 8
- Clothes racksqty 2
Equipment
- Projector
- Projection screen
- Presentation laptop
- Wireless microphonesqty 3
- Microphone standsqty 2
- Speakersqty 2
- Mixer
- Extension cordsqty 8
- Power stripsqty 6
- HDMI cablesqty 3
- HDMI adaptersqty 3
- USB sticksqty 2
- Power banksqty 2
Tableware
- Coffee cupsqty 120
- Water glassesqty 120
- Wine glassesqty 120
- Platesqty 120
- Dessert platesqty 120
- Cutlery setsqty 120
- Serving spoonsqty 12
- Pitchersqty 8
Kitchen
- Coffee machinesqty 3
- Kettlesqty 2
- Hot drink urnsqty 6
- Coolersqty 4
- Serving plattersqty 12
- Serving spoonsqty 12
- Cutting boardsqty 4
- Chef's knivesqty 4
- Serving tongsqty 8
- Thermo boxesqty 6
Decorations
- Tableclothsqty 14
- Flower arrangementsqty 8
- Name card holdersqty 110
- Route sign holdersqty 8
- Stage sign
Registration
- Name badgesqty 120
- Registration formsqty 120
- Ballpoint pensqty 30
- Clipboardsqty 6
- Badge holdersqty 120
- Wristbandsqty 120
Printed materials
- Programsqty 120
- Speaker cardsqty 10
- Evaluation formsqty 120
- Directional signsqty 12
- Tapeqty 6
- Painter's tapeqty 6
- Markersqty 12
Cleaning
- Waste binsqty 8
- Broomqty 2
- Dustpan and brushqty 2
- Mop setsqty 2
- Cleaning bucketsqty 2
- Hand soap dispensersqty 4
Catering
- Groceries
- Coffee beans - 5 kilograms
- Tea bags - 250 pieces
- Black tea - 4 boxes
- Green tea - 3 boxes
- Herbal tea - 3 boxes
- Sugar sticks - 300 pieces
- Sweeteners - 200 pieces
- Semi-skimmed milk - 15 liters
- Oat milk - 8 liters
- Lemon - 3 kilograms
- Still mineral water - 120 bottles
- Sparkling mineral water - 60 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Ice tea - 18 bottles
- Apple juice - 12 liters
- Orange juice - 12 liters
- Alcohol-free beer - 48 bottles
- Pilsener - 120 bottles
- White wine - 18 bottles
- Red wine - 12 bottles
- Rosé - 12 bottles
- Sparkling water - 12 bottles
- Ice cubes - 20 kilograms
- Unsalted butter - 2 kilograms
- Cream cheese - 2 kilograms
- Hummus - 2 kilograms
- Peanut butter - 1 kilogram
- Strawberry jam - 1 kilogram
- Honey - 1 kilogram
- Mild cheese - 3 kilograms
- Aged cheese - 2 kilogram
- Turkey breast - 2 kilograms
- Smoked chicken breast - 2 kilograms
- Whole wheat bread - 12 loaves
- White bread - 8 loaves
- Multigrain rolls - 150 pieces
- Croissants - 120 pieces
- Mini muffins - 120 pieces
- Apples - 100 pieces
- Bananas - 8 kilograms
- Grapes - 8 kilograms
- Mandarins - 8 kilograms
- Cucumber - 12 pieces
- Tomatoes - 6 kilograms
- Arugula - 1 kilogram
- Mixed lettuce - 4 kilograms
- Bell peppers - 3 kilograms
- Red onion - 1 kilogram
- Corn - 12 cans
- Chickpeas - 12 cans
- Olives - 3 kilograms
- Feta cheese - 2 kilograms
- Baby potatoes - 15 kilograms
- Rice - 8 kilograms
- Pasta - 8 kilograms
- Chicken breast - 15 kilograms
- Vegetarian burgers - 40 pieces
- Vegetable mix - 12 kilograms
- Tomato sauce - 8 liters
- Pesto - 2 kilograms
- Mayonnaise - 3 liters
- Ketchup - 3 liters
- Mustard - 2 liters
- Garlic sauce - 2 liters
- Olive oil - 3 liters
- Sunflower oil - 2 liters
- Salt - 1 kilogram
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Italian herbs - 250 grams
- Basil - 10 bunches
- Parsley - 10 bunches
- Bread baskets - 12 pieces
- Mixed nuts - 3 kilogram
- Paprika chips - 3 kilograms
- Plain chips - 3 kilograms
- Salt sticks - 2 kilogram
- Mini cheese straws - 2 kilograms
- Dark chocolate - 2 kilograms
- Milk chocolate - 2 kilogram
- Mini brownies - 120 pieces
- Apple pie slices - 120 pieces
- Whipped cream - 6 liter
- Vegan pastries - 20 pieces
- Gluten-free bread - 10 pieces
- Vegetarian soup - 12 liter
- Chicken soup - 12 liter
- Napkins - 1000 pieces
- Paper straws - 200 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Dishwasher tablets - 60 pieces
- Dish soap - 3 liters
- All-purpose cleaner - 3 liters
- Glass cleaner - 2 liters
- Disinfectant hand gel - 6 liters
- Nitrile gloves - 300 pieces
- Kitchen towels - 20 pieces
- Cleaning sponges - 20 pieces
Tips
- Prepare one name badge, printed program, and pen for every registered attendee, then bring 10% extra. Keep spare badges and blank inserts at the registration desk for last-minute changes.
- For a full conference day, allow two coffee or hot-drink servings per person during the morning and another one to two during the afternoon. Prepare extra water glasses and pitchers for the presentation room, not only for the buffet.
- Check every presentation on the presentation laptop at least 24 hours before the event. Pack the required HDMI cables, adapters, USB sticks, extension cords, power strips, and at least two power banks.
- Count seating, tables, and buffet space from the registration list rather than estimating from the room. Reserve one registration desk, one or more buffet tables, and enough chairs for every attendee plus 5% spare seating.
- Place the catering order no later than 5 to 7 days before the conference, after dietary requirements have been collected. Buy or confirm plates, dessert plates, cutlery sets, serving spoons, coffee cups, water glasses, and pitchers at the same time so missing tableware is found before setup.
Frequently asked questions
- What should I buy for a construction conference?
- Plan supplies in five groups: registration materials, presentation equipment, furniture, catering, and drinks. For each registered attendee, provide a badge, program, seating, tableware, and refreshments, then add 10% extra for last-minute guests and replacements.
- How many drinks do I need for a construction conference?
- Allow two to three drinks per person for the first hour and one to two drinks per person for each additional hour. Add extra water for speakers and keep drinks chilled before guests arrive.
- How much tableware do I need for a conference?
- Count one plate, dessert plate, cutlery set, coffee cup, and water glass per attendee, plus at least 10% extra. Add wine glasses only if wine is part of the program, and provide serving spoons and pitchers for each buffet or drinks station.
- When should I order conference catering and equipment?
- Confirm catering 5 to 7 days before the event, once registration numbers and dietary requirements are known. Check the projector, screen, microphones, speakers, mixer, laptop, cables, and adapters at least 24 hours before setup.
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