Executive conference shopping list

What to bring

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

Tips

• Plan seating, tables and coat racks from the final participant count, not the registration estimate. Add a small buffer for late confirmations and keep the registration desk separate from the main coffee or buffet area.
• Test the presentation laptop, projector, screen, HDMI cables, adapters and clicker together at least one day before the conference. Bring both spare HDMI adapters and extension cords because executive meeting rooms often place power sockets away from the speaker table.
• Count microphones by session format: a panel needs one microphone per active speaker, while a keynote may need one wireless microphone plus a stand. Check the mixer, speakers and power strips before guests arrive, not when the first presentation starts.
• For a full-day programme, plan coffee cups, water glasses and serving ware for every service rather than relying on one turnover. Keep separate sets available for dinner, dessert and drinks so used items do not block the next break.
• Use the confirmed dietary requirements to brief the caterer before shopping and service setup. Print the programme and prepare name badges before registration opens; replacing missing badges during arrival creates a queue immediately.

Frequently asked questions

What should I buy for an executive conference?

Plan for furniture, presentation equipment, microphones, cables, power supplies, tableware, serving items, name badges and printed programmes. The prepared plan contains 57 items, including a projector, screen, laptop, HDMI accessories, coffee cups, water glasses and dinner cutlery.

How many glasses and cups do I need for a conference?

Use the confirmed attendee count as the minimum for each service, then add about 10% spare capacity. For a full-day conference, allow separate stock for coffee breaks, water, dinner and wine rather than assuming every item will be washed and returned in time.

When should I test the conference AV equipment?

Test the projector, screen, presentation laptop, HDMI connections, clicker, microphones, mixer and speakers at least one day before the event. Repeat a short sound and image check 60 minutes before registration opens.

When should I prepare the conference shopping and supplies?

Finalize quantities after registrations and dietary requirements are confirmed, ideally 3 to 5 days before the conference. Shop non-perishable supplies at least 2 days ahead, and chill drinks on the day before or the morning of the event.