What you need for a corporate conference

A corporate conference needs more than chairs and coffee. You will need a registration setup, printed materials, presentation equipment, tableware and enough refreshments for the full program. Plan quantities from the number of registered attendees, then add a small reserve for late arrivals, damaged materials and second servings. Check what the venue already supplies before buying or collecting bulky items such as tables, microphones and a projector.

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What to bring

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

Furniture

Chairsqty 90
Rectangular tablesqty 12
Buffet tablesqty 4
Registration desk
Speaker table
Stage
Stoolsqty 4

Tableware

Coffee cupsqty 90
Glassesqty 180
Wine glassesqty 100
Dinner platesqty 100
Dessert platesqty 100
Soup bowlsqty 90
Coffee spoonsqty 100
Dinner cutlery setsqty 100
Serving utensilsqty 12
Water jugsqty 12

Equipment

Projector
Projection screen
Laptop
Clicker
Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
HDMI cablesqty 3
USB-C adaptersqty 3
Power banksqty 4

Lighting

Standing lampsqty 4
String lightsqty 4

Decorations

Company logo bannersqty 3
Table floral arrangementsqty 12
Menusqty 12
Name badge holdersqty 90
Directional signsqty 8
Tableclothsqty 16

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Food warmersqty 6
Induction hobsqty 2
Serving plattersqty 12
Serving traysqty 8
Coolersqty 4
Ice cube traysqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Kitchen tongsqty 8
Storage binsqty 12

Cleaning

Waste binsqty 8
Broomqty 2
Vacuum cleaner
Mopqty 2
Bucketsqty 3
Cleaning clothsqty 20
Hand soap dispensersqty 4

Catering

Groceries
- Coffee beans - 3 kilograms
- Tea bags - 200 pieces
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Milk - 12 liters
- Oat milk - 6 liters
- Coffee cream - 4 bottles
- Sugar - 2 kilograms
- Sweeteners - 2 boxes
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Sparkling mineral water - 12 bottles
- Flat mineral water - 24 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Alcohol-free beer - 48 bottles
- Pils - 96 bottles
- White wine - 12 bottles
- Red wine - 12 bottles
- Rosé - 6 bottles
- Bubbles - 6 bottles
- Lemons - 12 pieces
- Limes - 12 pieces
- Fresh mint - 6 bunches
- Savory breakfast buffet - 90 portions
- Mini croissants - 100 pieces
- Mini rolls - 120 pieces
- Whole grain bread - 8 loaves
- White rolls - 60 pieces
- Multigrain rolls - 60 pieces
- Unsalted butter - 2 kilograms
- Mild cheese - 3 kilograms
- Aged cheese - 3 kilograms
- Cooked ham - 2 kilograms
- Smoked chicken breast - 2 kilograms
- Hummus - 2 kilograms
- Cream cheese - 2 kilograms
- Jam - 4 jars
- Chocolate sprinkles - 2 kilogram
- Cucumbers - 8 pieces
- Tomatoes - 3 kilograms
- Lettuce - 8 heads
- Bell peppers - 12 pieces
- Apples - 90 pieces
- Bananas - 60 pieces
- Grapes - 6 kilograms
- Mini muffins - 100 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Salted nuts - 4 kilogram
- Olives - 3 kilograms
- Tortilla chips - 8 bags
- Salsa - 6 jars
- Mini quiches - 120 pieces
- Filled wraps - 100 pieces
- Chicken breast - 8 kilogram
- Vegetarian burgers - 25 pieces
- Rice - 6 kilogram
- Pasta - 5 kilogram
- Potatoes - 8 kilograms
- Mixed salad - 8 kilograms
- Grilled vegetables - 7 kilograms
- Bread - 10 loaves
- Mayonnaise - 3 jars
- Ketchup - 3 bottles
- Mustard - 2 jars
- Garlic sauce - 3 bottles
- Vinaigrette - 3 bottles
- Salt - 1 kilogram
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Italian herbs - 200 grams
- Olive oil - 2 liters
- Vinegar - 1 liter
- Dessert portions - 90 pieces
- Fresh fruit dessert - 20 servings
- Coffee spoons for buffet - 100 pieces
- Wooden stirrers - 200 pieces
- Paper napkins - 400 pieces
- Cocktail picks - 200 pieces
- Coffee filters - 100 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 40 pieces
- Dishwashing liquid - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Hand sanitizer - 6 bottles
- Toilet freshener - 4 pieces

Tips

Prepare name badges, the attendance list, the program and handouts at least one working day before the conference. Print 5–10 extra copies of each paper item for last-minute registrations and replacements.
For the registration desk, allow one badge, one program and one set of handouts per attendee, plus 5–10% spare copies. Keep a laptop or printed list available so check-in does not depend on a single device.
Count coffee cups, glasses, plates and cutlery against the catering headcount, then add at least 10% extra. Supply separate coffee spoons, serving utensils and water jugs; these small items are often missing from venue deliveries.
Test the projector, screen, laptop, clicker, microphones, speakers and mixer together before guests arrive. Bring every required HDMI cable, USB-C adapter, extension cord and power strip, and check the presentation laptop has the correct connectors.
Chill drinks several hours before registration opens and confirm catering quantities after dietary requirements are collected. Keep power banks available for speakers and staff who use phones or tablets throughout the day.

Frequently asked questions

What should I buy for a corporate conference?: Plan for registration materials, name badges, printed programs and handouts, refreshments, tableware and presentation equipment. For the technical setup, check the projector, screen, laptop, clicker, microphones, speakers, mixer, cables and adapters at least one day before the event.
How many printed materials do I need for a conference?: Prepare one name badge, program and handout set per registered attendee, then print 5–10% extra. For 100 attendees, that means 105–110 copies of each item, plus a few blank badges for late registrations.
How much tableware do I need for a corporate event?: Start with one place setting per attendee and add at least 10% spare: plates, cutlery, glasses and coffee cups. For 100 attendees, prepare at least 110 of each frequently used item, while coffee spoons and serving utensils should cover every refreshment station.
When should I check conference equipment?: Complete a full equipment test at least one working day before the conference, including presentations and all cable connections. Do a short second check 60–90 minutes before guests arrive, when the room layout and power supply are in place.

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