What you need for an economics conference

An economics conference needs more than chairs and a projector. You will need a clear registration setup, reliable presentation equipment, printed materials, catering supplies and enough power connections for the room. Check quantities against your final participant and speaker numbers before shopping. Order or reserve items with lead times, especially audiovisual equipment, furniture and printed booklets.

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What to bring

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

Furniture

Conference chairsqty 120
Rectangular tablesqty 12
Registration desk
Buffet tablesqty 6
Stoolsqty 8
Lectern
Clothes racksqty 2

Equipment

Projector
Projection screen
Laptopsqty 2
HDMI cablesqty 4
HDMI adaptersqty 4
Wireless microphonesqty 3
Microphone standsqty 2
Audio mixer
Speakersqty 2
Extension cordsqty 6
Power stripsqty 8
Presentation clickerqty 2
Flip chartsqty 3
Flipchart markersqty 12
Power banksqty 4

Tableware

Coffee cupsqty 120
Water glassesqty 120
Wine glassesqty 120
Dinner platesqty 120
Dessert platesqty 120
Knivesqty 120
Forksqty 120
Spoonsqty 120
Serving spoonsqty 12
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 4
Ice cube traysqty 6
Cutting boardsqty 4
Chef's knivesqty 4
Small bowlsqty 20
Serving plattersqty 12

Catering

Coffee urnsqty 2
Drink dispensersqty 4
Chafing dishesqty 6
Buffet platesqty 8
Bread basketsqty 8
Cooling carafeqty 8
Groceries
- Coffee beans - 4 kilograms
- Decaf coffee - 500 grams
- Black tea - 100 tea bags
- Herbal tea - 60 tea bags
- Green tea - 40 bags
- Sugar - 2 kilograms
- Sweeteners - 200 pieces
- Semi-skimmed milk - 12 liters
- Oat milk - 8 liters
- Lactose-free milk - 4 liters
- Lemons - 20 pieces
- Still mineral water - 80 bottles
- Sparkling mineral water - 60 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Orange soda - 12 bottles
- Tonic - 12 bottles
- Apple juice - 12 liters
- Orange juice - 12 liters
- Alcohol-free beer - 48 bottles
- Pilsner - 96 bottles
- White wine - 18 bottles
- Red wine - 12 bottles
- Rosé - 12 bottles
- Sparkling wine - 8 bottles
- Ice cubes - 15 kilograms
- Herbal tea honey - 2 jars
- Butter - 1 kilogram
- Margarine - 500 grams
- Mayonnaise - 2 jars
- Mustard - 2 jars
- Ketchup - 2 bottles
- Balsamic dressing - 2 bottles
- Olive oil - 2 liters
- Salt - 500 grams
- Black pepper - 250 grams
- Italian herbs - 100 grams
- Garlic powder - 100 grams
- Baguettes - 25 pieces
- Whole wheat bread - 12 loaves
- White rolls - 120 pieces
- Wholemeal rolls - 80 pieces
- Multigrain rolls - 60 pieces
- Wraps - 120 pieces
- Young cheese - 4 kilograms
- Aged cheese - 3 kilograms
- Cream cheese - 2 kilograms
- Hummus - 3 kilograms
- Chicken breast slices - 3 kilograms
- Roast beef - 2 kilograms
- Smoked salmon - 2 kilogram
- Egg salad - 2 kilograms
- Cucumbers - 20 pieces
- Tomatoes - 8 kilograms
- Arugula - 2 kilogram
- Mixed lettuce - 6 kilograms
- Bell peppers - 30 pieces
- Red onions - 3 kilogram
- Carrots - 4 kilograms
- Corn - 12 cans
- Cherry tomatoes - 4 kilograms
- Apples - 120 pieces
- Bananas - 80 pieces
- Grapes - 8 kilograms
- Mandarins - 80 pieces
- Yogurt - 10 kilograms
- Muesli - 3 kilogram
- Vegetarian sandwich spread salad - 3 kilos
- Vegan sandwich salad - 2 kilograms
- Vegetarian quiche - 8 pieces
- Vegan sandwiches - 30 pieces
- Gluten-free rolls - 15 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Salted nuts - 3 kilogram
- Olives - 3 kilograms
- Salted breadsticks - 6 bags
- Bitterballen - 300 pieces
- Vegetarian bitterballen - 100 pieces
- Mini vegetable spring rolls - 150 pieces
- Mini cheese sticks - 120 pieces
- Dipping sauce - 4 liters
- Napkins - 500 pieces
- Cocktail picks - 500 pieces
- Plastic wrap - 4 rolls
- Aluminum foil - 4 rolls
- Baking paper - 2 rolls
- Trash bags - 80 pcs
- PMD bags - 30 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Dish soap - 3 bottles
- Dishwasher tablets - 60 pieces
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant - 4 bottles
- Toilet cleaner - 4 bottles
- Hand soap - 6 refills
- Paper towels - 12 packs
- Sponges - 12 pieces
- Nitrile gloves - 200 pieces

Decorations

Tableclothsqty 18
Table runnersqty 12
Name badge holdersqty 120
Pensqty 140
Program bookletsqty 130
Route signsqty 10
Arrow stickersqty 30
Menusqty 12
Flower arrangementsqty 8
Table number cardsqty 12

Lighting

LED spotlightsqty 6
Atmosphere lightsqty 10

Cleaning

Waste binsqty 8
Dustpan and brushqty 2
Broomqty 2
Mop setsqty 2
Bucketsqty 4
Cleaning glovesqty 8
Microfiber clothsqty 20
Toilet brushesqty 4
Hand soap dispensersqty 4
Hand sanitizer pumpsqty 6
Washing-up tubsqty 3
Litter pickersqty 2

Tips

Plan one registration desk with enough space for the participant list, name badges and program booklets. Print a small number of spare badges and bring extra pens for last-minute sign-ups.
Match the projector, screen, laptops and HDMI adapters before the conference day. Test every presentation connection at least one day ahead and bring spare HDMI cables and power banks.
Count tableware from the confirmed catering numbers, then add roughly 10% extra cups, glasses, plates and cutlery. Dietary requirements should be confirmed before you share the final catering quantity.
Allow at least one chair per registered participant, plus seating for speakers and staff. Reserve additional tables for registration, catering and any materials that must remain accessible during breaks.
Print name badges, program booklets and direction signs only after the final participant list and program are checked. Keep a small emergency kit of spare badges, markers, extension cords and power strips at the venue.

Frequently asked questions

What equipment do I need for an economics conference?: Plan for a projector, projection screen, presentation laptop, HDMI cables and adapters, a clicker, microphones, speakers and an audio mixer. Test the complete setup at least 24 hours before the first session.
How many conference chairs and tables do I need?: Provide at least one chair per registered participant, with additional seats for speakers and staff. Reserve separate tables for registration, catering and materials, and confirm the room layout with the venue at least 7 days before the event.
How much tableware should I buy for a conference?: Base coffee cups, water glasses, plates and cutlery on the confirmed catering count, then add about 10% spare items. Finalize the quantity when dietary requirements and registrations are closed, ideally 3 to 5 days before the conference.
When should I print conference badges and program booklets?: Print them after the final participant list, speaker details and program have been checked. Aim to finish printing 2 to 3 days before the conference so there is time to correct errors and prepare spare copies.

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