What you need for an environmental summit

An environmental summit needs more than chairs and a projector. You will need a clear registration setup, reliable presentation equipment, flexible seating, catering supplies and reusable tableware for attendees and speakers. Plan quantities from your registration list, then add a small buffer for late arrivals and replacements. The items below cover the physical setup; confirm dietary requirements and catering numbers before placing food and drink orders.

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What to bring

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

Furniture

Chairsqty 140
Tablesqty 18
Registration desk
Buffet tablesqty 4
Speaker chairsqty 6
Stoolsqty 6
Coat racksqty 4

Equipment

Projector
Projection screen
Laptopsqty 2
HDMI cablesqty 3
HDMI adaptersqty 4
Microphonesqty 4
Microphone standsqty 3
Speakersqty 2
Mixer
Extension cordsqty 8
Power stripsqty 8
Power banksqty 4
Presentation clickerqty 2

Tableware

Reusable coffee cupsqty 140
Reusable glassesqty 180
Reusable platesqty 160
Reusable soup bowlsqty 140
Reusable forksqty 180
Reusable knivesqty 180
Reusable spoonsqty 180
Serving spoonsqty 8
Coffee potsqty 6
Water jugsqty 12
Small bowlsqty 20

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving plattersqty 16
Food warmersqty 6
Thermos flasksqty 8
Coolersqty 6
Ice cube traysqty 4
Serving tongsqty 8

Decorations

Environmental bannersqty 6
Plantsqty 12
Reusable flagsqty 4
Tableclothsqty 18
Name badge holdersqty 140
Chalkboardsqty 8
Chalk markersqty 12

Lighting

LED lightsqty 8
LED string lightsqty 4

Registration

Name badgesqty 140
Badge clipsqty 140
Pensqty 30
Registration foldersqty 6
Wristbandsqty 140

Presentation

Flip chartsqty 6
Flipchart padsqty 12
Markersqty 48
Sticky notesqty 20
Voting stickersqty 600
Action cardsqty 300
Clipboardsqty 30
Program leafletsqty 140
Pen holdersqty 12

Safety

First aid kitsqty 2
Flashlightsqty 4
Reflective vestsqty 8

Cleaning

Waste binsqty 12
Crates for glasswareqty 6
Cleaning bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 4
Microfiber clothsqty 24

Catering

Groceries
- Coffee beans - 4 kilograms
- Decaf coffee - 1 kilogram
- Black tea - 200 bags
- Green tea - 100 bags
- Herbal tea - 100 bags
- Oat milk - 12 liters
- Semi-skimmed milk - 12 liters
- Sugar - 2 kilograms
- Honey - 2 jars
- Lemons - 20 pieces
- Still mineral water - 80 liters
- Carbonated mineral water - 60 liter
- Cola - 12 liters
- Cola Zero - 12 liters
- Orange soda - 8 liters
- Apple juice - 8 liters
- Organic white wine - 18 bottles
- Organic red wine - 12 bottles
- Alcohol-free beer - 48 bottles
- Organic beer - 72 bottles
- Ginger beer - 12 bottles
- Apples - 140 pieces
- Bananas - 100 pieces
- Grapes - 10 kilograms
- Mandarins - 100 pieces
- Cucumbers - 20 pieces
- Carrots - 10 kilograms
- Bell peppers - 30 pieces
- Cherry tomatoes - 8 kilograms
- Arugula - 2 kilogram
- Mixed salad - 5 kilograms
- Whole wheat bread - 20 loaves
- Whole grain wraps - 120 pieces
- Hummus - 8 kilograms
- Cream cheese - 4 kilograms
- Vegan spreadable cheese - 3 kilograms
- Young cheese - 5 kilogram
- Vegan slices - 3 kilograms
- Turkey breast - 3 kilograms
- Falafel - 8 kilogram
- Lentils - 5 kilograms
- Chickpeas - 5 kilograms
- Quinoa - 5 kilograms
- Rice - 8 kilograms
- Wholewheat pasta - 6 kilograms
- Tomato sauce - 8 liters
- Coconut milk - 8 liters
- Vegetable stock - 2 kilogram
- Onions - 8 kilograms
- Garlic - 20 bulbs
- Ginger - 1 kilogram
- Olive oil - 5 liters
- Sunflower oil - 2 liters
- Balsamic vinegar - 2 liters
- Apple cider vinegar - 2 liters
- Salt - 1 kilogram
- Black pepper - 500 grams
- Paprika powder - 500 grams
- Cumin - 300 grams
- Curry powder - 300 grams
- Italian herbs - 300 gram
- Chili flakes - 200 grams
- Mayonnaise - 3 liters
- Vegan mayonnaise - 2 liters
- Ketchup - 3 liters
- Mustard - 2 liters
- Yogurt dressing - 3 liters
- Tahini dressing - 3 liter
- Paprika chips - 4 kilograms
- Plain chips - 4 kilograms
- Mixed nuts - 3 kilogram
- Vegan cookies - 4 kilogram
- Dark chocolate - 3 kilograms
- Oat bars - 160 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- General waste bags - 60 pieces
- Plastic trash bags - 30 pieces
- Paper waste bags - 30 pieces
- Dish soap - 4 liters
- All-purpose cleaner - 4 liters
- Toilet cleaner - 3 liters
- Hand soap - 8 bottles
- Disinfectant hand gel - 6 liters
- Sponges - 24 pieces
- Paper towels - 12 packs
- Napkins - 800 pieces
- Diet labels - 200 pieces

Tips

Plan seating for your confirmed registrations plus 5–10% spare capacity. Include separate speaker chairs and enough tables for registration, catering and group activities.
For every presentation setup, check the laptop, projector, screen, HDMI cable and the correct adapter at least 24 hours before the summit. Keep a second laptop or presentation copy available if possible.
Provide one reusable cup and one reusable glass per attendee, then add 10% extra for replacements and drinks in circulation. Match plates, bowls, forks, knives and spoons to the menu rather than ordering identical quantities of each.
Set up the registration desk with the participant list, name badges and clear signage before doors open. Put coat racks near the entrance and keep power banks at the registration or support desk.
Count microphones and stands against the programme, not just the number of speakers. A panel, audience questions and a host may require three or more microphones, plus a mixer, speakers, extension cords and power strips.

Frequently asked questions

How many chairs do I need for an environmental summit?: Use one chair per registered attendee, speaker and organiser who will sit in the room. Add 5–10% spare chairs; for 100 registered people, plan for 105–110 chairs.
How much reusable tableware should I buy for an environmental summit?: Start with one cup, glass, plate, bowl, fork, knife and spoon per expected attendee, adjusted for the menu. Add 10% spare tableware, so 100 attendees means roughly 110 of each frequently used item.
How far in advance should I order catering for an environmental summit?: Confirm the catering order at least 7 days before the summit, once registrations and dietary requirements are updated. Recheck the final headcount and special diets 24–48 hours before the event.
What AV equipment is needed for an environmental summit?: For presentations, prepare a projector, projection screen, laptop, HDMI cables, compatible adapters and a presentation clicker. Test the complete setup at least 24 hours beforehand, and bring extension cords, power strips and spare power banks.

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