What you need for an entertainment conference

An entertainment conference needs more than chairs and a projector. You will need a complete AV setup for presentations and panels, furniture for the stage and audience, lighting for the room and camera work, plus practical items for registration, catering and speakers. Use the plan’s 69-item supply list as your purchasing checklist. Confirm quantities against the room layout, number of speakers and expected attendees before ordering.

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What to bring

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

Furniture

Conference chairsqty 180
Tablesqty 24
Tall cocktail tablesqty 12
Stage sectionsqty 4
Speaker table
Bar stoolsqty 12
Coat racksqty 4
Clothes hangersqty 180

Equipment

Projectorqty 2
Projection screensqty 2
Laptopsqty 3
Presentation clickerqty 2
Wireless microphonesqty 6
Microphone standsqty 3
Mixer
Speakersqty 4
DI boxesqty 2
Extension cordsqty 12
Power stripsqty 12
HDMI cablesqty 6
USB-C adaptersqty 6
Power banksqty 4
Walkie-talkiesqty 6
Camera
Tripodqty 2

Lighting

LED spotlightsqty 8
Mood lightingqty 6
Light standsqty 4

Tableware

Water glassesqty 220
Wine glassesqty 180
Coffee cupsqty 180
Dinner platesqty 180
Dessert platesqty 180
Cutlery setsqty 200
Serving spoonsqty 12
Serving plattersqty 20
Snack serving traysqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Ice cube traysqty 6
Buffet traysqty 12
Serving traysqty 16
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Kitchen tongsqty 8
Aluminum foilqty 4
Cling filmqty 4

Registration

Name badge holdersqty 180
Lanyardsqty 180
Registration badgesqty 200
Clipboardsqty 6
Ballpoint pensqty 40
Notepadsqty 180
Program flyersqty 200
Paper bagsqty 200

Decorations

Congress bannersqty 3
Directional signsqty 12
Tablecloth setsqty 24
Flower arrangementsqty 10
Name stickersqty 200
Arrow stickersqty 24

Cleaning

Waste binsqty 12
Dustpan and brushqty 3
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 12

Catering

Groceries
- Coffee beans - 6 packs
- Decaffeinated coffee - 2 packs
- Black tea - 4 boxes
- Green tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 3 kilos
- Sweetener - 2 boxes
- Semi-skimmed milk - 18 liters
- Oat milk - 8 liters
- Coffee cream - 6 packs
- Lemons - 6 kilos
- Flat mineral water - 24 bottles
- Sparkling mineral water - 24 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Tonic - 6 bottles
- Ginger beer - 6 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Alcohol-free beer - 48 bottles
- Pils - 144 bottles
- White wine - 18 bottles
- Red wine - 12 bottles
- Rosé - 8 bottles
- Bubbles - 6 bottles
- Ice cubes - 30 kilo
- Hummus - 12 tubs
- Cream cheese - 10 tubs
- Young cheese - 5 kilos
- Brie - 3 kilo
- Goat cheese - 2 kilos
- Smoked salmon - 3 kilos
- Chicken breast - 4 kilos
- Arugula - 2 kilos
- Mixed lettuce - 5 kilos
- Cucumbers - 5 kilos
- Cherry tomatoes - 5 kilo
- Peppers - 4 kilos
- Red onions - 2 kilos
- Avocados - 3 kilos
- Grapes - 6 kilos
- Apples - 8 kilos
- Pears - 6 kilos
- Bananas - 6 kilos
- Strawberries - 4 kilos
- Sandwich rolls - 220 pieces
- Whole wheat bread - 12 loaves
- Multigrain Bread - 10 loaves
- Wraps - 120 pieces
- Crackers - 12 packs
- Unsalted butter - 2 kilos
- Olive oil - 3 bottles
- Balsamic vinegar - 2 bottles
- Mayonnaise - 3 jars
- Mustard - 3 jars
- Pesto - 8 jars
- Ketchup - 3 bottles
- Salt - 1 kilo
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Garlic powder - 250 grams
- Italian herbs - 250 grams
- Rice - 12 kilo
- Pasta - 12 kilo
- Tomato sauce - 12 jars
- Coconut milk - 12 cans
- Chickpeas - 12 cans
- Vegetable bouillon - 3 packs
- Mixed vegetables - 15 kilos
- Mushrooms - 5 kilos
- Chicken thigh fillet - 12 kilos
- Vegetarian meatballs - 8 kilos
- Parmesan cheese - 2 kilos
- Yogurt - 8 kilos
- Granola - 4 kilo
- Muesli - 3 kilos
- Chocolate mousse - 180 portions
- Mini pastries - 220 pieces
- Brownies - 180 pieces
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Nut mix - 5 kilos
- Olives - 4 kilos
- Sun-dried tomatoes - 2 kilo
- Napkins - 600 pieces
- Paper coffee cups - 300 pieces
- Wooden stirrers - 400 pieces
- Straws - 250 pieces
- Cocktail picks - 500 pieces
- Disposable gloves - 300 pieces
- Storage containers - 30 pieces
- Baking paper - 4 rolls
- Paper towels - 12 rolls
- Toilet paper - 36 rolls
- Trash bags - 80 pcs
- Dishwasher tablets - 60 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 6 packs
- Paper towels - 12 packs
- Hand soap - 8 bottles

Tips

Plan one chair per attendee, then add at least two spare chairs for speakers, organisers or late arrivals. Count stage sections, the speaker table and bar stools separately so the room setup matches the programme.
Allow one wireless microphone for the host and each active panelist, plus one spare if several people speak during the same session. Test the mixer, speakers, microphone stands and DI boxes together before conference day.
Check every presentation laptop against the venue’s projector and screen setup at least 24 hours before the event. Keep the correct HDMI cables, USB-C adapters, extension cords and power strips together in one labelled equipment box.
For photography, prepare the camera, tripod and LED spotlights before guests arrive. Check whether the photographer needs a clear position near the stage and whether cables from light stands must be taped down.
Buy or collect tableware only after confirming the catering format and headcount. Water glasses and wine glasses should be counted per guest, with a small buffer for breakage and replacements during the programme.

Frequently asked questions

What equipment do I need for an entertainment conference?: For each presentation area, plan a projector, projection screen, laptop, presentation clicker and the required HDMI or USB-C connection. For panels, add wireless microphones, microphone stands, a mixer, speakers and DI boxes; test the complete setup at least 24 hours beforehand.
How many chairs do I need for a conference?: Start with one conference chair per registered attendee and add at least two spare chairs. If the room has panel seating, count those chairs separately from the audience layout so the stage does not reduce guest capacity.
What should I buy for conference presentations?: Prepare at least one presentation laptop, one clicker, HDMI cables and USB-C adapters, then add extension cords and power strips where seats or the stage are far from outlets. Collect final presentations no later than 24 hours before the event so technical checks are still possible.
When should I prepare the conference shopping list?: Create the first list when the venue and rooms are reserved, then confirm quantities after registration numbers and the programme are known. Complete the final purchase and delivery check at least 24 hours before setup, especially for AV equipment, lighting and tableware.

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