What you need for a customer conference

A customer conference needs more than chairs and a projector. Plan the items guests, speakers, caterers, and the registration desk will use from arrival through the final session. This shopping list covers tableware, coffee service, presentation equipment, cables, power supplies, and practical venue items. Check quantities against your registration total, then separate anything needed on arrival from items that can be delivered the day before.

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What to bring

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

Furniture

Foldable tablesqty 10
Chairsqty 70
Registration desk
Speaker table
Bar stoolsqty 4
Clothes racksqty 2
Waste binsqty 8

Equipment

Projector
Projection screen
Laptop
HDMI cablesqty 3
HDMI adaptersqty 3
Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
Presentation clickerqty 2
Power banksqty 4

Tableware

Water glassesqty 80
Wine glassesqty 80
Coffee cupsqty 80
Dinner platesqty 80
Dessert platesqty 80
Cutlery setsqty 80
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Ice containersqty 3
Cutting boardsqty 4
Chef's knifeqty 4
Storage binsqty 12

Decorations

Name badgesqty 70
Badge holdersqty 70
Table runnersqty 10
Flower arrangementsqty 8
Welcome sign
Program standsqty 6
Directional signsqty 8

Lighting

Atmosphere lightsqty 8
String lightsqty 4

Cleaning

Broomqty 2
Floor squeegeeqty 2
Bucketsqty 3
Microfiber clothsqty 12
Spongesqty 6

Catering

Groceries
- Coffee beans - 3 kilo
- Tea bags - 150 pieces
- Decaf coffee - 500 grams
- Milk - 8 liters
- Oat milk - 4 liters
- Sugar - 2 kilos
- Sweeteners - 200 pieces
- Lemons - 20 pieces
- Still mineral water - 12 bottles
- Sparkling mineral water - 12 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Non-alcoholic beer - 24 bottles
- Pilsner - 72 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 6 bottles
- Bubbles - 6 bottles
- Ice cubes - 12 kilo
- Sandwiches - 180 pieces
- Whole wheat rolls - 60 pieces
- Croissants - 70 pieces
- Mini muffins - 70 pieces
- Butter - 1 kilo
- Cream cheese - 2 kilo
- Young cheese - 3 kilos
- Aged cheese - 2 kilo
- Ham - 2 kilos
- Chicken breast topping - 2 kilos
- Smoked salmon - 1 kilo
- Hummus - 2 kilos
- Avocado spread - 1 kilo
- Jam - 4 jars
- Honey - 2 jars
- Cucumbers - 12 pieces
- Tomatoes - 4 kilos
- Lettuce - 8 heads
- Bell peppers - 3 kilos
- Arugula - 1 kilo
- Grapes - 5 kilos
- Apples - 70 pieces
- Bananas - 50 pieces
- Oranges - 50 pieces
- Nut mix - 3 kilo
- Raisins - 1 kilo
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Olives - 3 kg
- Mixed nuts - 2 kilos
- Toast - 12 packs
- Baguettes - 12 pieces
- Herb butter - 2 kilo
- Dip sauce - 12 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olive oil - 2 liters
- Balsamic vinegar - 1 bottle
- Salt - 1 kilo
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Italian herbs - 250 grams
- Garlic - 6 bulbs
- Rice - 5 kilo
- Pasta - 5 kilos
- Pasta sauce - 8 jars
- Vegetable stock - 2 packs
- Mixed vegetables - 10 kilos
- Chicken breast - 8 kilos
- Vegetarian burgers - 30 pieces
- Tofu - 2 kilos
- Parmesan cheese - 1 kilo
- Yogurt - 5 kilos
- Dessert pastries - 70 portions
- Chocolates - 100 pcs
- Napkins - 300 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Hand soap - 6 dispensers
- Hand sanitizer - 6 bottles
- Nitrile gloves - 4 boxes
- Aluminum foil - 3 rolls
- Cling film - 3 rolls
- Baking paper - 2 rolls
- Diet labels - 100 pieces

Tips

Plan one complete place setting per attendee for the main meal, plus a 10–15% buffer for breakage, late additions, and catering changes. Count dinner plates, dessert plates, cutlery sets, and serving pieces separately.
For a full conference day, allow at least two coffee cups and two water glasses per attendee if washing-up is not available. Add extra cups for speakers, catering staff, and the registration team.
Test every laptop, projector, screen, HDMI cable, and adapter together at least 24 hours before doors open. Keep one spare HDMI cable and adapter at the registration or technical desk.
Match microphones and speakers to the room before buying or collecting them: use one wireless microphone per active speaker or presenter, plus one microphone stand where a fixed position is needed. Bring power strips and extension cords long enough to reach the presentation area safely.
Prepare the registration desk with the printed participant list, name badges, and power banks before opening the venue. Keep deliveries, fresh products, and technical equipment in separate arrival groups so nothing is missing when setup starts.

Frequently asked questions

How many glasses do I need for a customer conference?: For a conference without on-site washing, plan two water glasses per attendee for the day, plus 10–15% extra. Add separate wine glasses only if wine is being served, and include a small reserve for speakers and staff.
What AV equipment is needed for a customer conference?: At minimum, plan a laptop, projector, projection screen, HDMI cables, compatible HDMI adapters, a presentation clicker, speakers, and microphones. Test the complete setup at least 24 hours before the event and keep one spare cable and adapter available.
How much coffee should I buy for a conference?: For a full-day customer conference, budget roughly 3–4 cups of coffee per attendee, including arrival and breaks. Confirm the final headcount and dietary requirements with catering 3–5 days before the event so coffee, cups, milk, and other supplies match attendance.
When should I prepare the customer conference shopping list?: Make the first list as soon as the registration form opens, then update it when registrations close or the final reminder is sent. Complete the main shopping at least 1–2 days before the conference, leaving fresh products for the day before or event morning.

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