What you need for an expert conference

An expert conference needs more than chairs and a projector. Plan the room setup, registration point, speaker equipment, printed materials, tableware and refreshments as one shopping list. For every speaker, allow a name badge, programme information and a reliable way to present slides. Keep spare equipment on hand: a backup laptop, USB sticks, HDMI adapters and extra power connections can prevent small technical problems from stopping the programme.

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What to bring

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

Furniture

Rectangular tablesqty 12
Chairsqty 90
Stage table
Speaker chairsqty 6
Registration desk
Dressing tablesqty 6

Tableware

Dinner platesqty 100
Dessert platesqty 100
Coffee cupsqty 100
Water glassesqty 120
Wine glassesqty 100
Dinner cutlery setsqty 100
Serving spoonsqty 12
Pitcherqty 8
Serving plattersqty 12

Equipment

Projector
Projection screen
Laptop
Spare laptop
Wireless microphonesqty 4
Microphone standsqty 2
Speakersqty 2
Mixer
HDMI cablesqty 3
HDMI adaptersqty 3
Extension cordsqty 6
Power stripsqty 8
USB sticksqty 3
Laser pointerqty 2
Flip chartqty 2
Flipchart padsqty 4
Markersqty 24
Wi-Fi router
Charging stationsqty 3

Decorations

Tableclothsqty 12
Name badge holdersqty 90
Name badgesqty 100
Program leafletsqty 100
Directional signsqty 10
Pensqty 100
Notepadsqty 100
Speaker name placardsqty 6

Kitchen

Coffee machinesqty 2
Thermos flasksqty 6
Kettlesqty 2
Coolersqty 4
Food warmersqty 6
Serving traysqty 12
Bread basketsqty 8
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Kitchen tongsqty 8
Aluminum foilqty 2
Cling filmqty 2
Ice packsqty 12

Cleaning

Waste binsqty 8
Broomqty 2
Dustpan and brushqty 2
Mopsqty 3
Bucketsqty 3
Cleaning clothsqty 20
Rubber glovesqty 6

Lighting

Standing lampsqty 4
Battery lampsqty 6

Catering

Groceries
- Coffee beans - 3 kilograms
- Tea bag assortment - 250 pieces
- Decaf coffee - 500 grams
- Whole milk - 8 liters
- Oat milk - 6 liters
- Semi-skimmed coffee milk - 4 liter
- Sugar - 2 kilograms
- Sweeteners - 200 pieces
- Lemon slices - 2 kilograms
- Still mineral water - 60 liters
- Sparkling mineral water - 60 liters
- Cola - 12 liters
- Cola Zero - 12 liters
- Sinas - 6 liters
- Tonic water - 6 liter
- Apple juice - 8 liters
- Orange juice - 8 liters
- White wine - 12 bottles
- Red wine - 8 bottles
- Alcohol-free beer - 48 bottles
- Beer - 48 bottles
- Bubbles - 6 bottles
- Ice cubes - 15 kilograms
- Mini croissants - 100 pieces
- Mini chocolate croissants - 100 pieces
- Unsalted butter - 2 kilograms
- Strawberry jam - 3 jars
- Sliced cheese - 3 kilogram
- Sliced ham - 3 kilograms
- Hummus - 2 kilograms
- Whole wheat bread - 12 loaves
- White rolls - 120 pieces
- Multigrain sandwiches - 80 pieces
- Mixed green salad - 8 kilograms
- Cucumbers - 4 kilogram
- Cherry tomatoes - 4 kilograms
- Peppers - 3 kilograms
- Red onions - 1 kilogram
- Olive oil - 2 liters
- Balsamic vinegar - 1 liter
- Salt - 500 grams
- Black pepper - 250 grams
- Pasta - 8 kilograms
- Tomato sauce - 8 liters
- Vegetable mix - 8 kilograms
- Chicken breast - 8 kilogram
- Vegetarian meal portions - 20 pieces
- Vegan meal portions - 10 pieces
- Gluten-free meal portions - 6 pieces
- Parmesan cheese - 1 kilogram
- Breadsticks - 8 packs
- Mixed nuts - 3 kilograms
- Olives - 3 kilograms
- Grapes - 5 kilograms
- Apples - 6 kilogram
- Bananas - 5 kilograms
- Mini muffins - 120 pieces
- Dark chocolate - 2 kilograms
- Napkins - 400 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Dish soap - 2 liters
- All-purpose cleaner - 2 liters
- Glass cleaner - 1 liter
- Hand sanitizer - 6 bottles
- Liquid hand soap - 6 bottles

Tips

Plan one chair per attendee, plus speaker chairs at the stage table. Add a small buffer if registration numbers can still change during the final week.
For a full meal, provide one dinner plate, one dessert plate and one cutlery set per guest. Order serving platters and serving spoons separately; they are easy to overlook when catering arrives.
Give each speaker a name badge, programme leaflet and presentation copy. Put the presentations on at least two USB sticks and keep one with the technical operator.
Count one water glass per attendee and one wine glass per expected wine drinker. Use pitchers at the tables so staff are not repeatedly opening individual bottles during sessions.
Check connections before the conference day: match the laptop to the projector with the correct HDMI cable or adapter, then test microphones, speakers, mixer and the laser pointer in a technical rehearsal.

Frequently asked questions

What equipment do I need for an expert conference?: At minimum, plan a projector, projection screen, laptop, HDMI cable and the required adapter. For live presentations, add a spare laptop, wireless microphones, microphone stands, speakers, a mixer, extension cords and power strips.
How many chairs and tables do I need for an expert conference?: Provide one chair for every registered participant, plus speaker chairs and a stage table. Registration, catering and refreshments also need separate tables, so count those before finalising the room layout.
How much tableware should I buy for a conference meal?: For each guest, allow one dinner plate, one dessert plate and one dinner cutlery set. Add one coffee cup and water glass per person; wine glasses are needed only for guests who will be served wine.
When should I prepare conference materials and equipment?: Prepare name badges, programme leaflets and the participant list at least one day before the event. Collect presentations in advance and complete the technical rehearsal before doors open, with the backup laptop and USB sticks ready.

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