What you need for an Environmental Science Conference

Use this shopping list to prepare an Environmental Science Conference without running short on essentials. Plan for registration, presentations, speaker support, catering, accessibility, and attendee comfort—not just the main equipment. Count cups, glasses, plates, and cutlery against your final participant list, then add a small buffer. Test every presentation connection before the event and check that extension cords, adapters, microphones, and charging points cover the whole room.

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What to bring

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

Furniture

Congress tablesqty 14
Chairsqty 130
Registration deskqty 2
Speaker chairsqty 6
Coat racksqty 3
Waste binsqty 8

Equipment

Projectorqty 2
Projection screenqty 2
Laptopqty 2
Wireless microphonesqty 4
Microphone standsqty 2
Audio amplifier
Speakersqty 2
Laser pointerqty 2
Extension cordsqty 8
Power stripsqty 8
HDMI cablesqty 4
USB-C adaptersqty 4
Power banksqty 4
Presentation clickerqty 2
Wi-Fi router
Charging stationsqty 2

Tableware

Coffee cupsqty 140
Glassesqty 160
Platesqty 150
Forksqty 150
Knivesqty 150
Spoonsqty 150
Serving spoonsqty 12
Thermos flasksqty 8
Water jugsqty 10
Serving plattersqty 12
Serving trays for snacksqty 10

Catering

Coolersqty 6
Food warmersqty 6
Coffee machinesqty 3
Kettlesqty 3
Buffet platesqty 8
Tablecloth rollsqty 6
Label cardsqty 20
Food thermometersqty 2
Groceries
- Coffee beans - 5 kilograms
- Decaf coffee - 500 grams
- Black tea - 200 bags
- Green tea - 100 bags
- Herbal tea - 100 bags
- Hot chocolate - 4 liters
- Granulated sugar - 3 kilograms
- Sweetener - 300 pieces
- Semi-skimmed milk - 12 liters
- Oat milk - 8 liters
- Coffee milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Ginger ale - 8 bottles
- Tonic - 8 bottles
- Apple juice - 10 liters
- Orange juice - 10 liters
- Sparkling water - 36 bottles
- Still Water - 48 bottles
- Lemons - 3 kilogram
- Fresh mint - 10 bunches
- Ice cubes - 20 kilograms
- Mini Water Bottles - 140 pieces
- Whole wheat bread - 12 loaves
- Multigrain Bread - 10 loaves
- White rolls - 120 pieces
- Wholemeal rolls - 120 pieces
- Wraps - 100 pieces
- Unsalted butter - 2 kilograms
- Cream cheese - 2 kilograms
- Hummus - 3 kilograms
- Peanut butter - 2 kilograms
- Strawberry jam - 2 kilograms
- Aged cheese - 6 kilogram
- Mature cheese - 4 kilogram
- Chicken breast slices - 4 kilograms
- Smoked salmon - 2 kilogram
- Falafel - 4 kilograms
- Grilled vegetables - 4 kg
- Avocado - 30 pieces
- Tomatoes - 5 kilograms
- Cucumbers - 5 kilogram
- Arugula - 2 kilogram
- Mixed lettuce - 4 kilograms
- Red bell pepper - 3 kilograms
- Red onion - 2 kilograms
- Pickles - 2 kilograms
- Olives - 3 kilograms
- Chickpeas - 3 kilograms
- Lentils - 3 kilogram
- Quinoa - 4 kilogram
- Whole grain couscous - 4 kilograms
- Basmati rice - 4 kilograms
- Vegetable stock - 2 kilogram
- Olive oil - 3 liters
- Sunflower oil - 2 liters
- Balsamic vinegar - 2 liters
- Apple cider vinegar - 1 liter
- Mayonnaise - 2 liter
- Mustard - 1 liter
- Ketchup - 1 liter
- Yogurt dressing - 2 liters
- Tahini dressing - 2 liters
- Salt - 1 kilogram
- Black pepper - 500 grams
- Paprika powder - 500 grams
- Cumin - 300 grams
- Italian herbs - 300 gram
- Garlic - 1 kilogram
- Chives - 500 gram
- Potato salad - 6 kilogram
- Pasta salad - 8 kilograms
- Green salad - 8 kilograms
- Lentil salad - 6 kilogram
- Vegetarian soup - 20 liters
- Wholemeal baguettes - 20 pieces
- Vegan brownies - 120 pieces
- Apple pie slices - 120 pieces
- Fresh fruit - 18 kilogram
- Apples - 8 kilograms
- Bananas - 6 kilograms
- Grapes - 5 kilograms
- Mandarins - 5 kilograms
- Plain chips - 3 kilograms
- Paprika chips - 3 kilograms
- Vegetable chips - 3 kilograms
- Unsalted nuts - 3 kilogram
- Rice crackers - 2 kilogram
- Dried apricots - 2 kilograms
- Dates - 2 kilogram
- Napkins - 1000 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Residual waste trash bags - 80 pieces
- Paper waste bags - 40 pieces
- Plastic trash bags - 40 pieces
- Dish soap - 3 liters
- Dishwasher tablets - 60 pieces
- All-purpose cleaner - 3 liters
- Toilet cleaner - 2 liters
- Hand soap - 6 liters
- Disinfectant hand gel - 6 liters
- Paper towels - 18 rolls
- Aluminum foil - 3 rolls
- Cling film - 3 rolls
- Baking paper - 3 rolls

Print and registration

Name badge holdersqty 140
Lanyardsqty 140
Program bookletsqty 140
Pensqty 150
Notepadsqty 140
Registration listsqty 8
Evaluation formsqty 140
Adhesive badgesqty 40
Clipboardsqty 8
A4 printing paperqty 5

Decorations

Directional signsqty 12
Program postersqty 8
Name badges for speakersqty 8
Cotton table flagsqty 6
Plantsqty 12
Reusable conference bannersqty 4

Lighting

LED floor lampsqty 4
LED stringsqty 4

Kitchen

Cutting boardsqty 6
Chef's knifeqty 4
Serving tongsqty 10
Measuring cupsqty 3
Storage boxesqty 12
Ice packsqty 24

Cleaning

Waste sorting binsqty 6
Reusable cleaning clothsqty 20
Mopsqty 3
Bucketsqty 3
Broom setsqty 2
Hand broomsqty 3
Toilet brushesqty 4
Hand soap dispensersqty 6

Other

Toolboxqty 2
Scissor setsqty 3
Duct tapeqty 4
Cable tiesqty 100
Markersqty 12
Markersqty 20

Tips

Plan one chair per registered participant, plus at least 5% extra for late arrivals and speakers. Keep speaker chairs separate from the registration area so the entrance does not become crowded.
For coffee and water service, allow 2 cups or glasses per person for a half-day conference and 3 per person for a full day. Add 10% extra tableware if catering includes refreshments between sessions.
Match presentation equipment to the confirmed speaker list at least 48 hours before the conference. Keep HDMI cables, USB-C adapters, a presentation clicker, and a spare laptop at the technical desk.
Count power strips and extension cords by room layout rather than by attendee number: plan one power point for every 4 to 6 seats in working sessions, with cables secured away from walkways. Reserve charging stations for breaks and keep power banks available for speakers and registration staff.
Prepare registration materials from the final participant list at least 24 hours before opening. Print one name badge and program per attendee, then keep 5 blank badges and 10 extra programs for replacements and walk-ins.

Frequently asked questions

How many chairs do I need for an Environmental Science Conference?: Provide one chair for every registered participant, speaker, and staff member. Add at least 5% extra; for 100 expected attendees, prepare about 105 chairs, plus dedicated speaker chairs if they are not included.
How much tableware should I buy for a conference?: For a half-day event, plan 2 cups or glasses and 1 plate per person; for a full-day event, plan 3 cups or glasses and 2 plates per person. Add a 10% buffer, especially when catering includes coffee breaks and lunch.
When should I test the conference presentation equipment?: Run a full technical test at least 48 hours before the event, including the projector, screen, laptop, microphones, amplifier, speakers, clicker, HDMI cables, and USB-C adapters. Test again for 15 to 30 minutes before registration opens.
How many printed programs and name badges are needed?: Prepare one program and one name badge for each person on the final participant list. Print 10 extra programs and keep 5 blank badges available for late registrations, spelling corrections, or replacements.

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