What you need for an environmental conference

An environmental conference needs more than chairs and a projector. You will need a reliable registration setup, presentation equipment, clear signage, catering supplies and enough tableware for every break and meal. Plan quantities from your confirmed attendee count, then add a small buffer for late registrations, damaged items and extra servings. Check technical connections and power requirements before the venue opens, because missing cables or a second microphone can delay the programme.

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What to bring

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

Furniture

Chairsqty 120
Congress tablesqty 20
Registration tablesqty 2
Speaker table
Stage
High tablesqty 8
Info booth tablesqty 10

Equipment

Projector
Projection screen
Wireless microphonesqty 3
Microphone standsqty 2
Presentation clickerqty 2
Laptopsqty 2
HDMI cablesqty 3
Extension cordsqty 6
Power stripsqty 8
Wi-Fi hotspot
Speakersqty 2

Tableware

Coffee cupsqty 120
Water glassesqty 120
Wine glassesqty 120
Platesqty 150
Dessert platesqty 120
Cutlery setsqty 150

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 4
Serving plattersqty 12
Serving spoonsqty 12
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 8

Decorations

Name badgesqty 120
Program leafletsqty 130
Directional signsqty 12
Information stand bannersqty 10
Tableclothsqty 20
Plantsqty 12

Lighting

LED lampsqty 8

Cleaning

Waste binsqty 8
Trash bag holdersqty 8
Cleaning clothsqty 20
Bucketsqty 3
Broom setsqty 2
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
- Milk - 12 liters
- Oat milk - 8 liters
- Sugar - 3 kilos
- Sweeteners - 3 boxes
- Lemons - 3 kilos
- Spa Blauw - 120 bottles
- Spa Rood - 60 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Ice tea - 10 bottles
- Apple juice - 8 liters
- Orange juice - 8 liters
- Sparkling apple juice - 12 bottles
- White wine - 18 bottles
- Red wine - 12 bottles
- Alcohol-free beer - 48 bottles
- Beer - 48 bottles
- Baguettes - 20 pieces
- Whole wheat bread - 12 loaves
- Mini whole wheat rolls - 240 pieces
- Mini croissants - 120 pieces
- Unsalted butter - 2 kilos
- Hummus - 5 kilos
- Cream cheese - 3 kilos
- Young cheese - 5 kilos
- Aged cheese - 5 kilos
- Goat cheese - 2 kilos
- Turkey breast - 4 kilos
- Smoked tofu - 3 kilos
- Arugula - 2 kilos
- Lettuce - 12 heads
- Cucumbers - 8 kilos
- Tomatoes - 10 kilos
- Bell peppers - 6 kilos
- Red onions - 3 kilos
- Avocados - 30 pieces
- Carrots - 5 kilos
- Grapes - 6 kilos
- Apples - 120 pieces
- Pears - 80 pieces
- Bananas - 80 pieces
- Mandarins - 80 pieces
- Walnuts - 2 kilos
- Almonds - 2 kilos
- Sunflower seeds - 1 kilo
- Raisins - 1 kilo
- Oatmeal cookies - 8 packs
- Pure chocolate cookies - 8 packs
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Olive oil - 3 liters
- Balsamic vinegar - 2 bottles
- Mayonnaise - 2 liter
- Ketchup - 2 liters
- Mustard - 1 liter
- Pesto - 2 kilos
- Salt - 1 kilo
- Black pepper - 500 grams
- Paprika powder - 250 gram
- Garlic powder - 250 grams
- Fresh basil - 12 bunches
- Vega pasta salad - 15 kilos
- Mixed green salad - 12 kilo
- Potato salad - 10 kilos
- Vegetable Soup - 25 liters
- Lentil burgers - 120 pieces
- Herb rice - 15 kilo
- Roasted vegetables - 15 kilos
- Yogurt dressing - 4 liters
- Vegan dressing - 3 liters
- Fruit desserts - 120 pieces
- Vegan chocolate mousse - 40 portions
- Paper napkins - 600 pieces
- Coffee filters - 150 pieces
- Stirrers - 300 pieces
- Baking paper - 2 rolls
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 12 rolls
- Trash bags - 100 pieces
- Compostable bags - 50 pieces
- Dish soap - 3 bottles
- Dishwasher tablets - 60 pieces
- Hand soap - 8 bottles
- Toilet paper - 48 rolls
- Disinfectant - 4 bottles
- Sponges - 12 pieces

Tips

Allow one name badge and one printed participant list entry per registered attendee, plus 5–10% extra for walk-ins and last-minute changes. Keep blank badges and spare markers at the registration table.
For each presentation setup, check the projector, screen, laptop, clicker, HDMI cable and power supply together at least one day before the conference. Bring one spare HDMI cable and use power strips rather than relying on a single wall socket.
Plan coffee cups, water glasses, plates and cutlery for the highest number of people served at one time, then add roughly 10% extra. For a full-day programme, count on at least two coffee-service rounds per attendee.
Confirm microphone numbers with the programme: one wireless microphone for the host, one for speakers and a spare if audience questions are planned. Test microphone stands, batteries and speaker placement before registration opens.
Buy or collect catering and service items only after dietary requirements and the final attendance number are known. Reserve coolers, serving platters, serving spoons, coffee machines, kettles and thermos flasks early so they are available during every break.

Frequently asked questions

What equipment do I need for an environmental conference?: At minimum, plan a projector, projection screen, laptop, presentation clicker, HDMI cable, extension cords and power strips. For a programme with audience questions, allow one wireless microphone for the host or speaker and a second for the room.
How much tableware should I buy for a conference?: Use the confirmed attendee count as your base and add 10% extra. For example, 100 attendees means about 110 coffee cups, water glasses, plates and cutlery sets for a service where items are not washed and reused between courses.
When should I order conference catering and supplies?: Confirm catering and tableware quantities at least 7 days before the conference, after registrations and dietary requirements have been checked. Reconfirm the final headcount and serving times 2–3 days before the event.
How many chairs and tables do I need for an environmental conference?: Provide one chair per attendee, plus 5–10% spare if the room allows. Size congress tables, registration tables, the speaker table, high tables and information-booth tables from the room layout and the number of registration, catering and exhibitor points.

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