Corporate conference shopping list

A corporate conference needs more than chairs, a projector and coffee. You also need the small items that keep registration, presentations and catering moving without delays. Use this shopping list to check equipment, tableware, furniture and service supplies before the event. Plan quantities around your expected attendance, then add a small buffer for replacements, late registrations and equipment failures.

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What to bring

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

Furniture

Tablesqty 14
Chairsqty 110
Speaker table
Registration deskqty 2
Buffet tablesqty 6
High tablesqty 8
Coat racksqty 2

Equipment

Projector
Projection screen
Presentation laptop
Wireless microphonesqty 3
Microphone stand
Speakersqty 2
Mixer
HDMI cablesqty 3
HDMI adaptersqty 4
Power stripsqty 6
Extension cordsqty 8
Mobile phone chargersqty 4

Tableware

Dinner platesqty 120
Dessert platesqty 120
Coffee cupsqty 120
Water glassesqty 120
Wine glassesqty 120
Coffee spoonsqty 120
Dinner cutlery setsqty 120
Serving spoonsqty 12

Kitchen

Coffee machinesqty 3
Thermos flasksqty 8
Water jugsqty 10
Coolersqty 4
Serving traysqty 10
Small bowlsqty 16
Storage binsqty 12
Cutting boardsqty 4
Chef's knifeqty 4
Serving tongsqty 8

Decorations

Table runnersqty 14
Name badgesqty 120
Name badge holdersqty 120
Program leafletsqty 120
Welcome sign
Directional signsqty 8
Flower arrangementsqty 8
Table numbersqty 14

Lighting

Standing lampsqty 6
String lightsqty 4

Cleaning

Waste binsqty 8
Cleaning bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2
Vacuum cleaner
Washing-up tubsqty 3

Catering

Groceries
- Coffee beans - 2 kilograms
- Tea bags - 200 pieces
- Black tea - 60 bags
- Herbal tea - 40 bags
- Green tea - 40 bags
- Sugar - 2 kilograms
- Sweeteners - 200 pieces
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lemons - 2 kilograms
- Still mineral water - 80 bottles
- Sparkling mineral water - 60 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Tonic - 12 bottles
- Ginger beer - 12 bottles
- Apple juice - 12 liters
- Orange juice - 12 liters
- Alcohol-free beer - 48 bottles
- Beer - 96 bottles
- White wine - 18 bottles
- Red wine - 12 bottles
- Rosé - 8 bottles
- Prosecco - 10 bottles
- Ice cubes - 20 kilograms
- Mini quiches - 150 pieces
- Vegetable spring rolls - 150 pieces
- Filled wraps - 150 pieces
- Olives - 3 kilograms
- Mixed nuts - 3 kilograms
- Paprika chips - 10 bags
- Plain chips - 10 bags
- Tortilla chips - 8 bags
- Hummus - 3 kilograms
- Garlic sauce - 2 liters
- Sweet chili sauce - 2 liters
- Mustard - 1 liter
- Mayonnaise - 2 liter
- Ketchup - 2 liters
- Mixed lettuce - 8 kilograms
- Cucumbers - 5 kilogram
- Cherry tomatoes - 5 kilo
- Bell peppers - 4 kilograms
- Red onions - 2 kilograms
- Feta - 3 kilograms
- Parmesan cheese - 2 kilograms
- Balsamic vinegar - 2 liters
- Olive oil - 3 liters
- Salt - 500 grams
- Black pepper - 250 grams
- Oregano - 100 grams
- Basil - 100 grams
- Dinner rolls - 150 pieces
- Unsalted butter - 2 kilograms
- Soup - 15 liters
- Vegetarian main courses - 25 portions
- Vegan main dishes - 15 portions
- Gluten-free main dishes - 8 portions
- Rice - 8 kilograms
- Roasted vegetables - 12 kilograms
- Potato gratin - 12 kilograms
- Chocolate mousse - 100 portions
- Fresh fruit - 12 kilograms
- Mini pastries - 150 pieces
- Coffee spoons for sugar - 20 pieces
- Paper napkins - 400 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 60 pieces
- Compostable trash bags - 30 pieces
- Dish soap - 3 liters
- All-purpose cleaner - 3 liters
- Glass cleaner - 2 bottles
- Disinfectant spray - 2 bottles
- Sponges - 12 pieces
- Microfiber cloths - 24 pieces
- Rubber gloves - 12 pairs
- Liquid hand soap - 8 bottles
- Hand sanitizer gel - 6 bottles
- Paper towels - 12 packs
- Cord for signage - 100 meters
- Double-sided tape - 6 rolls
- Tape - 6 rolls
- Markers - 12 pieces
- Pins - 150 pieces
- Notepads - 120 pieces
- A4 printer paper - 3 packs
- AA batteries - 24 pieces
- AAA batteries - 24 pieces

Tips

Prepare one name badge and one printed registration record per attendee, plus 5–10% extra badges for last-minute changes or damaged prints. Keep the final registration list at the desk rather than packed away with the other materials.
Allow at least one water glass per attendee and keep extra glasses available near the speaker area. For a full-day conference, plan roughly two to three drinks per person for the first hour, then one drink per person per hour.
Pack presentation equipment together at least one day before the conference: projector, screen, presentation laptop, HDMI cables, adapters, power strips and extension cords. Test every connection with the actual presentation files before speakers arrive.
Provide one coffee cup, one coffee spoon and enough coffee service capacity for each break. Thermos flasks and water jugs are easy to overlook, especially when the coffee machines are supplied by the venue rather than your team.
Set aside 10–15% extra seating only if the room allows it, and check the final layout before delivery. Registration desks, buffet tables, coat racks and high tables can take more floor space than expected once cables and serving equipment are in place.

Frequently asked questions

What do I need for a corporate conference registration desk?: Prepare a registration desk, the final attendee list, one name badge per attendee, 5–10% spare badges, pens and any printed materials. Put the desk in place at least 60 minutes before doors open so the team can sort badges and check last-minute registrations.
How many chairs and tables do I need for a corporate conference?: Start with one chair per registered attendee and add 5–10% only if the room has enough space. Include separate tables for registration, speakers and catering, then confirm the layout at least one day before setup.
How much conference equipment should I bring?: Bring one projector, one projection screen, one presentation laptop and the cables or HDMI adapters required by the speakers. Pack at least two power strips, suitable extension cords and a backup connection plan, and test the setup 24 hours beforehand.
How much tableware and drinking equipment is needed for a conference?: Plan one dinner plate, dessert plate, coffee cup, water glass and cutlery set per guest when meals are served, plus 10% spare tableware. Keep at least two water jugs and enough thermos flasks for each coffee break, depending on the caterer's serving capacity.

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