What you need for a franchise conference

A franchise conference needs more than chairs, coffee and a projector. Plan supplies around the number of attendees, speakers, exhibitors and registration staff, then add a small reserve for late arrivals and replacements. Drinks, cups, badges, printed folders and presentation equipment are easy to underestimate, especially when the program includes a trade show. Use this list alongside your event plan and place the final shopping order after dietary requirements, registrations and deliveries are confirmed.

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What to bring

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

Furniture

Conference tablesqty 12
Chairsqty 120
Beer tablesqty 8
Buffet tablesqty 6
Registration deskqty 2
Speaker chairsqty 6
Dressing room tablesqty 2
High tablesqty 10

Equipment

Projectorqty 2
Projection screenqty 2
Laptopqty 2
HDMI cablesqty 4
VGA adaptersqty 2
Microphonesqty 4
Microphone standsqty 3
Speakersqty 4
Mixer
Extension cordsqty 8
Power stripsqty 8
Presentation clickerqty 2
Power banksqty 4
Cable traysqty 12
Coolersqty 4
Coffee machinesqty 3
Kettlesqty 2
Food warmersqty 4

Tableware

Coffee cupsqty 120
Water glassesqty 150
Wine glassesqty 120
Platesqty 150
Dessert platesqty 120
Cutlery setsqty 150
Coffee spoonsqty 120
Serving plattersqty 20
Serving tongsqty 10
Carafesqty 12

Decorations

Tableclothsqty 20
Name badge holdersqty 120
Buntingqty 8
Flower arrangementsqty 12
Welcome sign
Route signsqty 8
Table signsqty 12
Pen holdersqty 12

Lighting

LED light stringsqty 6
LED spotlightsqty 6

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Serving spoonsqty 12
Serving traysqty 8
Bread basketsqty 8
Ice packsqty 16

Cleaning

Waste binsqty 12
Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 8
Microfiber clothsqty 20
Hand soap dispensersqty 6

Catering

Groceries
- Coffee beans - 3 kilograms
- Decaf coffee - 500 grams
- Black tea - 100 tea bags
- Green tea - 50 bags
- Herbal tea - 50 bags
- Sugar - 2 kilograms
- Sweeteners - 200 pieces
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Coffee cream - 2 liter
- Cola - 12 liters
- Cola Zero - 12 liters
- Sinas - 6 liters
- Tonic water - 6 liter
- Spa Blauw - 36 liters
- Spa Rood - 12 liters
- Apple juice - 6 liters
- Orange juice - 6 liters
- Non-alcoholic beer - 24 bottles
- Pilsener - 120 bottles
- White wine - 18 bottles
- Red wine - 12 bottles
- Prosecco - 8 bottles
- Ice cubes - 20 kilograms
- Croissants - 120 pieces
- Mini muffins - 120 pieces
- Butter - 1 kilogram
- Strawberry jam - 3 jars
- Sliced cheese - 3 kilogram
- Ham - 2 kilograms
- Hummus - 2 kilograms
- Cream cheese - 1 kilogram
- Whole wheat bread - 12 loaves
- White rolls - 120 pieces
- Currant buns - 60 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 5 kilograms
- Olives - 3 kilograms
- Mixed nuts - 3 kilograms
- Grapes - 8 kilograms
- Apples - 100 pieces
- Bananas - 60 pieces
- Mandarins - 60 pieces
- Cherry tomatoes - 4 kilograms
- Cucumbers - 12 pieces
- Carrots - 4 kilograms
- Mixed salad - 5 kilograms
- Arugula - 2 kilogram
- Bell peppers - 20 pieces
- Focaccia bread - 12 pieces
- Herb butter - 2 kilograms
- Balsamic dressing - 2 liters
- Caesar dressing - 2 liters
- Mayonnaise - 2 liter
- Ketchup - 2 liters
- Mustard - 1 liter
- Olive oil - 2 liters
- Salt - 500 grams
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Italian herbs - 250 grams
- Rice - 8 kilograms
- Pasta - 8 kilograms
- Tomato sauce - 8 liters
- Vegetable broth - 2 liters
- Grilled vegetables - 8 kilograms
- Chicken breast - 12 kilograms
- Vegetarian schnitzels - 40 pieces
- Vegan vegetable burgers - 20 pieces
- Potato croquettes - 8 kilograms
- Mushroom sauce - 5 liters
- Tzatziki - 3 kilograms
- Fruit salad - 8 kilogram
- Brownies - 120 pieces
- Whipped cream - 3 liters
- Lemons - 30 pieces
- Fresh mint - 10 bunches
- Coffee filters - 200 pieces
- Stirrers - 300 pieces
- Paper napkins - 500 pieces
- Cocktail sticks - 300 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Trash bags - 50 pieces
- Compostable trash bags - 30 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Dish soap - 3 bottles
- Dishwasher tablets - 60 pieces
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Toilet cleaner - 3 bottles
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Paper towels - 12 packs

Tips

Plan 2–3 drinks per person for the first hour, then 1–2 drinks per person for every additional hour. Include water separately and confirm whether beer or wine is served at the networking portion.
Order at least 10% more coffee cups, water glasses, plates and printed badges than your confirmed attendee count. This covers breakage, spelling corrections and guests who register at the door.
For every presentation setup, check the laptop, projector, screen, HDMI cable and VGA adapter at least 3 days before the conference. Keep one presentation clicker and two power banks at the registration desk.
Count one chair per attendee plus seats for speakers and registration staff. Trade show booths and networking areas often need additional high tables, beer tables or buffet tables, so confirm the floor plan before final furniture delivery.
Pack extension cords, power strips and cable trays for every AV zone, not just the main stage. Label cables and adapters the day before setup so a missing connection does not delay the opening session.

Frequently asked questions

How much coffee should I buy for a franchise conference?: Allow 2–3 cups per attendee for a half-day conference and 4–5 cups per attendee for a full day. Add 10% for speakers, exhibitors and staff, and arrange extra coffee for an early registration period.
How many conference badges and folders do I need?: Prepare one badge and one conference folder per registered attendee, then add 10% or at least 10 extra sets, whichever is higher. Print the final batch after registration closes and keep blank badges available for last-minute arrivals.
What AV equipment should I bring to a franchise conference?: For the main presentation area, plan a projector, projection screen, laptop, HDMI cable, VGA adapter, presentation clicker, microphones, microphone stands, speakers and a mixer. Test every connection at least 3 days before the event and keep spare adapters and power supplies on site.
When should I place the conference shopping order?: Place the main order 7–10 days before the conference, once registrations, dietary requirements, the program and deliveries are confirmed. Buy perishable drinks and food closer to the event, usually 1–2 days beforehand, while checking the weather forecast.

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