Energy Conference Shopping List

Use this shopping list to prepare the physical supplies for an energy conference, from coffee cups and water glasses to presentation cables and name badges. The quantities depend on your final attendance, but planning per person and per session prevents the most common shortages. Check dietary requirements before ordering catering, and confirm every laptop, adapter and microphone before materials leave for the venue. Buy or collect disposable and printed items at least one week ahead; keep technical backups ready for the event day.

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What to bring

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

Furniture

Chairsqty 140
Congress tablesqty 18
Reception deskqty 2
Buffet tablesqty 6
Speaker table
Stage sectionsqty 4
High tablesqty 12

Equipment

Projector
Projection screen
Presentation laptop
Wireless microphonesqty 3
Microphone standsqty 2
Audio mixer
Speakersqty 2
Extension cordsqty 8
Power stripsqty 8
HDMI cablesqty 3
USB-C adaptersqty 3
Clickerqty 2
Laptop chargersqty 3

Lighting

LED spotlightsqty 8
Mood lightingqty 6

Tableware

Water glassesqty 160
Wine glassesqty 140
Coffee cupsqty 140
Dinner platesqty 150
Dessert platesqty 140
Forksqty 150
Knivesqty 150
Spoonsqty 150
Serving spoonsqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Serving traysqty 12
Food warmersqty 8
Cutting boardsqty 4
Chef's knivesqty 4
Kitchen tongsqty 8

Decorations

Table runnersqty 18
Name card holdersqty 140
Flower arrangementsqty 12
Ballpoint pensqty 160
Program leafletsqty 140
Name badgesqty 140
Notepadsqty 140
Table numbersqty 18
Directional signsqty 12
Registration sign

Cleaning

Waste binsqty 10
Mop setsqty 2
Bucketsqty 3
Spongesqty 8
Microfiber clothsqty 12
Hand soap dispensersqty 6
Toilet brushesqty 4

Catering

Groceries
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Black tea - 4 boxes
- Herbal tea - 2 boxes
- Chai latte - 1 box
- Sugar - 3 kilograms
- Sweeteners - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 8 liters
- Lemons - 3 kilogram
- Spa Blue - 12 crates
- Spa Red - 6 crates
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Ice tea - 4 bottles
- Apple juice - 4 liter
- Orange juice - 8 liters
- Ginger beer - 4 bottles
- Alcohol-free beer - 4 crates
- Pilsener - 6 crates
- White wine - 18 bottles
- Red wine - 12 bottles
- Sparkling wine - 8 bottles
- Hummus - 3 kilograms
- Olives - 2 kilograms
- Mixed nuts - 2 kilograms
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Salted pretzels - 6 bags
- Toast rounds - 8 packs
- Whole wheat bread - 12 loaves
- Baguettes - 18 pieces
- Unsalted butter - 2 kilograms
- Mild cheese - 3 kilograms
- Hummus wraps - 60 pieces
- Smoked chicken - 3 kilograms
- Herb cheese - 2 kilograms
- Cucumbers - 3 kilograms
- Cherry tomatoes - 4 kilograms
- Mixed lettuce - 6 kilograms
- Peppers - 3 kilograms
- Red onions - 1 kilogram
- Grapes - 5 kilograms
- Apples - 120 pieces
- Bananas - 120 pieces
- Mini muffins - 150 pieces
- Brownies - 120 pieces
- Lentils - 4 kilograms
- Rice - 8 kilograms
- Couscous - 5 kilograms
- Chickpeas - 5 kilograms
- Grilled vegetables - 12 kilograms
- Chicken breast - 18 kilograms
- Vegetarian burgers - 45 pieces
- Tomato sauce - 8 liters
- Pesto sauce - 3 kilograms
- Mayonnaise - 3 kilogram
- Ketchup - 3 kilogram
- Mustard - 2 kilogram
- Chili sauce - 2 liters
- Olive oil - 3 liters
- Salt - 1 kilogram
- Black pepper - 500 grams
- Paprika powder - 250 gram
- Italian herbs - 250 grams
- Garlic - 500 grams
- Lemon juice - 2 liters
- Dish soap - 3 bottles
- Dishwasher tablets - 2 boxes
- Paper towels - 12 rolls
- Toilet paper - 36 rolls
- Napkins - 600 pieces
- Aluminum foil - 3 rolls
- Cling film - 3 rolls
- Baking paper - 2 rolls
- Freezer bags - 2 boxes
- Trash bags - 60 pieces
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Cleaning spray - 4 bottles
- Laundry detergent - 1 bottle

Tips

Plan 2–3 drinks per person for the first hour, then 1–2 drinks per person for each additional hour. Include water at every session and place extra water glasses near the speaker table.
Order tableware for your maximum confirmed attendance plus 10%. For a full-day conference, allow at least one coffee cup, water glass, dinner plate, dessert plate, fork, knife and spoon per attendee, with extras for catering changes.
Prepare one name badge and one printed program leaflet per registered attendee, plus 10% spare copies. Keep blank badges and a marker at the reception desk for late registrations or spelling corrections.
Bring one presentation laptop charger, HDMI cable, USB-C adapter and clicker for each active presentation setup, plus at least one spare adapter and extension cord. Test the projector, screen, microphones, mixer and speakers together before doors open.
Separate speaker materials from general supplies and label each cable, adapter and charger. Pack technical equipment in a checklist-based case and take it to the venue at least one day before the conference when possible.

Frequently asked questions

How much catering should I order for an energy conference?: Order for the maximum confirmed attendance plus 10% spare portions. For coffee breaks, plan at least one serving per attendee per break, and confirm dietary requirements no later than 7 days before the event.
How many name badges and program leaflets do I need?: Print one badge and one program leaflet per registered attendee, then add 10% spares. Prepare the final attendance list 24–48 hours before the conference so late changes can be included.
What AV equipment do I need for an energy conference?: Prepare a projector, projection screen, presentation laptop, clicker, wireless microphones, microphone stands, audio mixer and speakers. Pack at least one HDMI cable, USB-C adapter, extension cord and power strip per setup, plus one spare adapter.
When should I buy or collect conference supplies?: Buy printed materials, badges and non-perishable supplies at least 7 days ahead. Collect or deliver AV equipment and furniture at least 1 day before the event, then test all presentations and connections before registration opens.

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