What You Need for a Design Lecture

A design lecture needs more than chairs and a projector. Plan the guest-facing items first: drinks, coffee, snacks, catering, tableware, name badges, and printed menus. Then check the presentation setup, including the laptop, HDMI connections, microphone, speakers, power strips, and extension cords. Use registration numbers and dietary requirements to calculate quantities, and allow time to chill drinks and test the presentation before guests arrive.

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What to bring

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

Furniture

Chairsqty 90
Tablesqty 10
Registration desk
Speaker podium
Speaker table

Equipment

Projector
Projection screen
Laptop
HDMI cableqty 2
HDMI adapter kit
Wireless microphone
Speakersqty 2
Microphone stand
Power stripsqty 4
Extension cordsqty 4

Tableware

Water glassesqty 100
Wine glassesqty 100
Coffee cupsqty 90
Platesqty 100
Cutlery setsqty 100

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving traysqty 6
Small bowlsqty 12
Serving spoonsqty 6
Coolersqty 4

Decorations

Name badgesqty 90
Tableclothsqty 10
Menusqty 10
Direction signsqty 8

Lighting

LED table lampsqty 8

Cleaning

Waste binsqty 6
Dustpan and brushqty 2

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Mints - 1 box
- Milk - 6 liters
- Oat milk - 4 liters
- Lemons - 8 pieces
- Spa Blauw - 6 bottles
- Spa Red - 4 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Non-alcoholic beer - 24 bottles
- White beer - 24 bottles
- Red wine - 6 bottles
- White wine - 6 bottles
- Beer - 48 bottles
- Sparkling water - 4 bottles
- Nut mix - 2 kilo
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Olives - 4 jars
- Hummus - 8 tubs
- Cucumber - 8 pieces
- Cherry tomatoes - 4 kilos
- Grapes - 5 kilos
- Apples - 60 pieces
- Mini wraps - 120 pieces
- Cream cheese - 2 kilo
- Smoked salmon - 1 kilo
- Young cheese - 2 kilos
- Grilled vegetables - 2 kilos
- Green salad - 5 kilos
- Pasta salad - 6 kilos
- Baguettes - 12 pieces
- Butter - 1 kilo
- Herb butter - 8 tubs
- Mayonnaise - 2 bottles
- Mustard - 2 bottles
- Ketchup - 2 bottles
- Cookies - 6 packs
- Brownies - 100 pieces
- Mini muffins - 100 pieces
- Napkins - 300 pieces
- Paper cups - 100 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 6 rolls
- Trash bags - 3 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet paper - 24 rolls

Tips

Plan drinks by attendance rather than by guesswork: allow two to three drinks per person for the first hour, then add water and refreshments for the remaining programme.
Order catering only after collecting dietary requirements. Keep a small margin above the confirmed registration count so late arrivals and spilled portions do not leave someone without food.
Check every presentation connection at least one day before the lecture. Test the laptop, HDMI cable, adapter kit, projector, screen, microphone, and speakers together rather than separately.
Set up the coffee and tea station with enough cups, kettles or coffee machines, thermos flasks, serving trays, small bowls, and serving spoons before doors open. Refill supplies should be easy to reach without crossing the speaker area.
Prepare name badges and the attendance list before the venue opens. Place the registration desk near the entrance, and keep tablecloths, menus, plates, cutlery, and glasses together so setup does not become a last-minute shopping trip.

Frequently asked questions

How much food and drink do I need for a design lecture?: Base catering on the confirmed registration count and add about 5–10% for late arrivals or damaged portions. For drinks, plan two to three per person during the first hour, plus coffee, tea, and water for the rest of the event.
What AV equipment is needed for a design lecture?: Prepare a projector, projection screen, laptop, HDMI cable, HDMI adapter kit, wireless microphone, speakers, microphone stand, power strips, and extension cords. Test the complete setup at least one day beforehand and again 60 minutes before doors open.
How many name badges should I prepare?: Print one name badge for every registered attendee, plus 5–10% extra for spelling corrections, replacements, and walk-ins. Sort them alphabetically before the registration desk opens to reduce queues.
When should I buy and chill drinks for a design lecture?: Buy drinks at least one day before the lecture if storage allows. Chill them at least four hours before guests arrive, and keep a small unchilled reserve available for topping up later.

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