What to buy for an education conference
An education conference needs more than chairs and coffee. Plan supplies for registration, presentations, refreshments and certificates, then match quantities to your attendee count and session format. Use one water glass and coffee cup per participant, plus a buffer for breakage and late arrivals. Order catering and drinks early, and test every laptop, projector, microphone and cable before the venue opens.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Chairsqty 120
- Tablesqty 18
- Foldable tablesqty 6
- Speaker table
- Bar stoolsqty 6
Tableware
- Coffee cupsqty 130
- Water glassesqty 130
- Platesqty 130
- Forksqty 130
- Knivesqty 130
- Spoonsqty 130
- Serving plattersqty 12
- Coffee potsqty 6
- Water jugsqty 12
Equipment
- Laptopsqty 2
- Projectorsqty 2
- Projection screensqty 2
- Wireless microphonesqty 3
- Microphone standsqty 2
- Presentation clickersqty 2
- Speakersqty 2
- Mixer
- Extension cordsqty 8
- Power stripsqty 8
- Cable traysqty 12
- USB sticksqty 4
Kitchen
- Coffee machinesqty 3
- Kettlesqty 2
- Thermos flasksqty 8
- Coolersqty 4
- Serving spoonsqty 12
- Bread knivesqty 3
- Cutting boardsqty 4
- Corkscrewsqty 3
- Bottle openersqty 3
Presentation
- Flip chartsqty 6
- Flipchart padsqty 12
- Markersqty 48
- Notepadsqty 130
- Ballpoint pensqty 150
- Name badge holdersqty 130
- Pen holdersqty 12
- Presentation foldersqty 10
- Wayfinding signsqty 12
- Adhesive tapeqty 8
- Scissorsqty 4
Decorations
- Tableclothsqty 18
- Stage backdrop
- Flower arrangementsqty 6
- Serving traysqty 8
Lighting
- LED table lampsqty 8
Cleaning
- Bucketsqty 4
- Cleaning clothsqty 24
- Waste binsqty 10
- Hand soap dispensersqty 6
Catering
- Groceries
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Black tea - 4 boxes
- Herbal tea - 2 boxes
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Milk - 12 liters
- Oat milk - 6 liters
- Lemons - 12 pieces
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Iced tea - 4 bottles
- Sparkling water - 4 bottles
- Buns - 150 pieces
- Whole grain bread - 8 loaves
- Mini croissants - 150 pieces
- Unsalted butter - 2 kilos
- Young cheese - 4 kilos
- Aged cheese - 3 kilos
- Chicken breast topping - 3 kilos
- Ham - 3 kilos
- Hummus - 2 kilos
- Cream cheese - 2 kilo
- Jam - 4 jars
- Peanut butter - 3 jars
- Cucumbers - 12 pieces
- Tomatoes - 5 kilos
- Lettuce - 10 heads
- Peppers - 20 pieces
- Carrots - 5 kilos
- Cherry tomatoes - 4 kilos
- Apples - 150 pieces
- Bananas - 100 pieces
- Grapes - 8 kilos
- Mandarins - 100 pieces
- Yogurt - 10 kilos
- Muesli - 4 kilos
- Honey - 2 jars
- Granola - 3 kilos
- Gluten-free sandwiches - 12 pieces
- Vegan sandwiches - 20 pieces
- Vegan cheese - 1 kilo
- Vegan spread - 2 kilos
- Gluten-free cookies - 4 packs
- Butter cookies - 8 packs
- Oat bars - 150 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Salty sticks - 4 bags
- Nut mix - 3 kilo
- Olives - 2 kilos
- Grape tomatoes - 2 kilos
- Wraps - 120 pieces
- Herb cream cheese - 2 kilos
- Pesto - 4 jars
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 jars
- Balsamic vinegar - 1 bottle
- Olive oil - 2 bottles
- Salt - 1 kilo
- Pepper - 250 gram
- Fresh basil - 6 bunches
- Ice cubes - 20 kilo
- Napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 60 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 6 packs
- Hand sanitizer - 6 bottles
- Rubber gloves - 12 pairs
- Paper towels - 12 packs
Tips
- Plan one chair and one writing surface per attendee, with a separate speaker table and at least one foldable table for registration materials. Add 5% extra seating if attendance is not final.
- Allow one coffee cup and one water glass per participant for each service, then keep 10% extra available. Prepare enough coffee pots, water jugs and serving platters so queues do not form during the first break.
- For every presentation room, check the laptop, projector, projection screen, microphone and clicker at least 60 minutes before the first session. Bring one USB stick with the checked presentations and keep extension cords and power strips accessible.
- Set aside one name badge, participant list, run sheet and certificate for every registered attendee or speaker. Print these at least one day ahead, because last-minute registration changes are common.
- Buy or reserve coolers, thermos flasks and kettles before the catering delivery arrives. Chill drinks several hours in advance and label any dietary-specific food before it reaches the serving tables.
Frequently asked questions
- How many chairs and tables do I need for an education conference?
- Start with one chair per registered participant and add 5% if registrations are still open. Provide one writing surface per person, plus a separate speaker table and at least one registration table.
- How much coffee and water should I buy for a conference?
- Budget one coffee cup and one water glass per person per service, with 10% extra for breakage and repeat servings. For a full-day conference, plan at least two coffee services and refill water during every break.
- When should I order conference catering and drinks?
- Place the catering order at least 7 days before the event, once registrations and dietary requirements are mostly known. Buy or confirm drinks and non-perishable supplies 2 to 3 days ahead, then chill them several hours before opening.
- What AV equipment do I need for an education conference?
- Each presentation room needs a laptop, projector, projection screen and presentation clicker. Provide one wireless microphone for a small room or two for larger rooms, and test all equipment, extension cords and power strips at least 60 minutes before the first session.
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