Developer conference shopping list

A developer conference needs more than laptops and a projector. You also need reliable power, presentation connections, registration supplies, drinks, tableware, and room equipment for workshops. Use this list to prepare what must be bought, borrowed, or brought to the venue. Check technical requirements with every speaker before ordering cables or adapters, and finish the physical shopping at least one day before the event so drinks can be chilled and materials sorted.

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What to bring

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

Furniture

Tablesqty 18
Chairsqty 120
Registration deskqty 2
Speaker chairsqty 6
Stoolsqty 8
Coat racksqty 4

Equipment

Projectorqty 2
Projection screenqty 2
Laptopsqty 3
Presentation clickerqty 3
Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Mixer
Extension cordsqty 8
Power stripsqty 12
HDMI cablesqty 6
HDMI adaptersqty 8
Wi-Fi hotspotsqty 3
Charging stationsqty 4
Power banksqty 8
Webcamsqty 2
USB sticksqty 6

Tableware

Coffee cupsqty 100
Tea glassesqty 100
Water glassesqty 120
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Serving traysqty 8

Kitchen

Coffee machinesqty 4
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Cutting boardsqty 4
Bread knivesqty 4
Serving spoonsqty 8
Pliersqty 8
Measuring cupsqty 3
Food containersqty 12
Aluminum foilqty 4

Decorations

Name badgesqty 120
Badge holdersqty 120
Program flyersqty 130
Directional signsqty 12
Registration signsqty 3
Table signsqty 20
Name badgesqty 20
Tableclothsqty 18
Pen holdersqty 20
Speaker signsqty 8

Cleaning

Waste binsqty 12
Vacuum cleaner
Mop setsqty 2
Bucketsqty 3
Cleaning glovesqty 6
Microfiber clothsqty 20
Hand soap dispensersqty 6
Toilet brushesqty 4

Catering

Groceries
- Coffee beans - 4 kilos
- Decaffeinated coffee - 1 kilo
- Black tea - 3 boxes
- Green tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar sticks - 300 pieces
- Sweeteners - 200 pieces
- Semi-skimmed milk - 12 liters
- Oat milk - 8 liters
- Soy milk - 4 liters
- Lemons - 3 kilos
- Still mineral water - 120 bottles
- Sparkling mineral water - 80 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Orange drink - 18 bottles
- Apple juice - 12 liters
- Ginger beer - 12 bottles
- Alcohol-free beer - 48 bottles
- Coffee milk - 6 packs
- Unsalted butter - 2 kilos
- Whole wheat bread - 12 loaves
- White bread - 8 loaves
- Whole wheat rolls - 120 pieces
- Mini croissants - 120 pieces
- Hummus - 4 kilos
- Cream cheese - 3 kilos
- Young cheese - 4 kilos
- Aged cheese - 3 kilos
- Chicken breast topping - 3 kilos
- Roast beef slices - 2 kilos
- Vegan toppings - 3 kilos
- Peanut butter - 2 kilo
- Strawberry jam - 2 kilos
- Cucumbers - 5 kilos
- Tomatoes - 6 kilos
- Peppers - 4 kilos
- Arugula - 2 kilos
- Carrots - 4 kilos
- Cherry tomatoes - 3 kilos
- Olives - 2 kilos
- Apples - 120 pieces
- Bananas - 100 pieces
- Grapes - 8 kilos
- Mandarins - 8 kilos
- Berry mix - 4 kilos
- Muesli bars - 120 pieces
- Oatmeal cookies - 120 pieces
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Salted cashews - 3 kilos
- Unsalted almonds - 3 kilos
- Rice cakes - 10 packs
- Gluten-free crackers - 8 packs
- Mayonnaise - 2 liter
- Ketchup - 2 liters
- Mustard - 1 liter
- Pesto dressing - 2 liters
- Yogurt dressing - 2 liters
- Olive oil - 2 liters
- Balsamic vinegar - 1 liter
- Salt - 1 kilo
- Black pepper - 500 grams
- Paprika powder - 250 gram
- Garlic powder - 250 grams
- Chili flakes - 150 grams
- Napkins - 800 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Compostable bags - 50 pieces
- Dish soap - 3 liters
- Dishwasher tablets - 100 pieces
- All-purpose cleaner - 3 liters
- Glass cleaner - 2 liters
- Disinfectant hand gel - 6 liters
- Liquid hand soap - 6 liters
- Paper towels - 12 packs
- Diet labels - 150 pieces
- Plastic wrap - 4 rolls
- Baking paper - 3 rolls
- Coffee filters - 500 pieces
- Teaspoons - 150 pieces

Tips

Plan at least one registration desk setup with badge supplies, printed programs, pens, and a clearly marked place for attendees to check in. Export badge data only after registrations and dietary details have been checked.
Prepare one complete presentation connection kit per main presentation area: HDMI cables, HDMI adapters, a clicker, power strips, and extension cords. Keep at least two spare adapters and one backup presentation laptop available.
For drinks, allow two to three drinks per person during the first hour, then one to two per person for each additional hour. Include water for speakers and workshop rooms, not only the main catering area.
Set aside enough tableware for the full meal or refreshment service, plus roughly 10% extra cups, glasses, plates, and cutlery. Serving platters and trays are easy to overlook when catering arrives in separate deliveries.
Workshop rooms need their own practical setup rather than just chairs and a screen. Count one laptop, power access, seating, and any required presentation equipment per room, then test webcams, microphones, Wi-Fi hotspots, and charging stations before attendees arrive.

Frequently asked questions

What do I need to buy for a developer conference?: Plan for registration materials, printed badges and programs, drinks, tableware, power strips, extension cords, HDMI cables and adapters, and backup presentation equipment. Add room furniture and workshop supplies based on the number of rooms and attendees.
How many drinks should I buy for a developer conference?: Budget two to three drinks per person for the first hour and one to two drinks per person for every hour after that. Add extra water for speakers, volunteers, and workshop rooms, and chill the drinks before doors open.
How many HDMI adapters and cables do I need for conference speakers?: Prepare one working connection set for each presentation area, plus at least two spare adapters and one spare HDMI cable. Confirm every speaker’s laptop and technical requirements before the event, ideally 7 to 14 days in advance.
When should I buy supplies for a developer conference?: Buy non-perishable supplies at least 7 days ahead and complete the remaining shopping 1 to 2 days before the event. Check badges, programs, cables, power, tableware, and drinks in one final inventory on the day before.

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