What you need for a corporate conference

A corporate conference needs more than chairs, a projector, and coffee. Your shopping list must cover registration, presentations, catering, room setup, and the small technical items that can stop the programme when they are missing. Plan quantities from your final attendee count, then add a small buffer for consumables such as cups, water, badges, and printed materials. Check cables, adapters, microphones, and power access before event day rather than discovering a gap during speaker setup.

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What to bring

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

Furniture

Tablesqty 12
Chairsqty 90
Speaker table
Registration deskqty 2
High tablesqty 10
Coat racksqty 2

Equipment

Projector
Projection screen
Laptop
Presentation 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 2

Lighting

LED spotlightsqty 6
Mood lightingqty 4

Tableware

Water glassesqty 100
Wine glassesqty 100
Coffee cupsqty 100
Dinner platesqty 100
Dessert platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100
Coffee spoonsqty 100
Serving traysqty 8
Serving spoonsqty 10

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Ice cube traysqty 4
Cutting boardsqty 4
Chef's knifeqty 3
Serving tongsqty 8
Food containersqty 12
Food warmersqty 6
Bottle openersqty 3

Decorations

Name badgesqty 90
Badge holdersqty 90
Tablecloth setsqty 12
Flower arrangementsqty 8
Welcome signsqty 3
Program leafletsqty 100
Notepadsqty 100
Ballpoint pensqty 100
Directional signsqty 8

Cleaning

Waste binsqty 8
Dustpan and brushqty 2
Broomqty 2
Mop setqty 2
Bucketsqty 3

Catering

Groceries
- Coffee - 5 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 kilos
- Sweeteners - 200 pieces
- Semi-skimmed milk - 12 liters
- Oat milk - 4 liters
- Lemon - 10 pieces
- Still water - 80 bottles
- Sparkling water - 60 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Tonic - 6 bottles
- Apple juice - 6 packs
- Orange juice - 8 packs
- Non-alcoholic beer - 24 bottles
- Pilsner - 72 bottles
- White wine - 18 bottles
- Red wine - 10 bottles
- Rosé - 8 bottles
- Bubbles - 6 bottles
- Beer crates - 4 crates
- Ice cubes - 20 kilo
- Baguettes - 20 pieces
- Mini croissants - 120 pieces
- Mini muffins - 120 pieces
- Butter - 1 kilo
- Strawberry jam - 3 jars
- Cheese slices - 3 kilos
- Ham - 2 kilos
- Hummus - 2 kilos
- Cucumber - 12 pieces
- Cherry tomatoes - 4 kilos
- Grapes - 5 kilos
- Apples - 60 pieces
- Bananas - 40 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Nut mix - 3 kilo
- Olives - 2 kilos
- Snacks and cheese - 3 kilos
- Mini spring rolls - 200 pieces
- Mini quiches - 200 pieces
- Bitterballen - 250 pieces
- Mustard - 2 bottles
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mixed salad - 8 kilos
- Cucumber salad - 4 kilos
- Tomato salad - 4 kilos
- Pasta salad - 8 kilo
- Potato salad - 8 kilos
- Baguettes - 20 pieces
- Herb butter - 2 kilo
- Chicken breast - 8 kilos
- Vegetarian burgers - 20 pieces
- Beef stew meat - 10 kilo
- Potato croquettes - 8 kilos
- Grilled Vegetables - 6 kilos
- Rice - 5 kilo
- Gravy - 4 liters
- Vegetarian gravy - 2 liters
- Salt - 500 grams
- Pepper - 250 gram
- Paprika powder - 250 gram
- Italian herbs - 250 grams
- Garlic - 10 bulbs
- Olive oil - 2 liters
- Balsamic vinegar - 1 bottle
- Vinaigrette - 3 bottles
- Tiramisu - 80 portions
- Fruit dessert - 20 portions
- Vegan chocolate mousse - 10 portions
- Cookies - 6 packs
- Napkins - 300 pieces
- Paper straws - 100 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Nitrile gloves - 2 boxes
- Sponges - 6 pieces
- Tea towels - 12 pieces

Tips

Order tableware and drinks for the confirmed attendance plus 5–10% extra. Coffee cups, water glasses, plates, and cutlery are easy to run short of when delegates take replacements between sessions.
Pack at least one compatible HDMI cable, one USB-C adapter, and two extension cords or power strips for each presentation area. Do not assume the venue supplies adapters or enough accessible sockets.
Prepare name badges, registration materials, and the printed attendance list at least one day before the conference. Keep spare blank badges and markers at the registration desk for walk-ins or corrections.
Allow one wireless microphone for the speaker and one spare microphone for audience questions where possible. Test every microphone, speaker, mixer, clicker, projector, and laptop with the actual presentation files before doors open.
Keep refrigerated catering chilled until service and arrange water at the registration desk and in the speaker area. Confirm dietary requirements before placing the final catering order, not after delivery.

Frequently asked questions

What should I buy for a corporate conference?: Plan for registration supplies, name badges, printed schedules, catering, tableware, water, and presentation equipment. You will also need HDMI cables, USB-C adapters, extension cords, power strips, and a presentation clicker unless the venue confirms they are included.
How much conference catering should I order per person?: Use the confirmed attendee count as the base and add 5–10% for drinks, coffee, and light catering. Order separate quantities for dietary requirements after collecting them, ideally at least 3–5 business days before the event.
How many chairs and tables do I need for a conference?: Start with one chair per registered attendee, then add 5% if the room allows. Count tables separately for the registration desk, speaker area, catering, and any high-table networking space; confirm the final layout with the venue before setup.
What AV equipment is needed for a corporate conference?: At minimum, plan for a projector, projection screen, laptop, presentation clicker, microphones, speakers, mixer, and the correct cables and adapters. Test the complete setup at least 2 hours before attendees arrive and keep spare power and connection options available.

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