What you need for a guest lecture

A guest lecture needs more than chairs and a projector. Plan drinks and snacks for the full audience, plus tableware for serving and eating. You will also need name stickers, tablecloths and the right presentation equipment, including compatible HDMI cables and enough power connections. Buy or gather perishables close to the event, chill drinks in time, and check the speaker’s technical requirements before shopping.

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What to bring

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

Furniture

Tablesqty 6
Chairsqty 40
Buffet tablesqty 2
Speaker table

Tableware

Reusable platesqty 40
Reusable bowlsqty 40
Reusable cupsqty 50
Coffee cupsqty 40
Knivesqty 40
Forksqty 40
Spoonsqty 40
Serving spoonsqty 6

Kitchen

Thermos flasksqty 4
Water jugsqty 4
Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Serving plattersqty 8
Serving tongsqty 4
Coolersqty 3
Ice packsqty 12
Cling filmqty 2
Aluminum foilqty 2
Bread basketsqty 4

Equipment

Laptop
Projector
Projection screen
HDMI cablesqty 2
Extension cordsqty 3
Power stripsqty 3
Wireless microphone
Power bankqty 2
Laser pointer

Catering

Groceries
- Coffee - 2 packs
- Tea - 2 boxes
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 2 liter
- Coffee creamer - 2 tubs
- Spa Blauw - 6 bottles
- Sparkling water - 4 bottles
- Cola - 3 bottles
- Cola Zero - 3 bottles
- Sinas - 2 bottles
- Apple juice - 2 cartons
- Orange juice - 2 cartons
- Bread - 8 loaves
- Whole grain bread - 4 loaves
- Mini bake-off rolls - 50 pieces
- Unsalted butter - 2 packs
- Young cheese - 2 kilos
- Back ham - 1 kilo
- Chicken breast slices - 1 kilo
- Hummus - 4 tubs
- Peanut butter - 2 jars
- Jam - 2 jars
- Cucumber - 6 pieces
- Tomatoes - 2 kilos
- Lettuce - 4 heads
- Carrots - 2 kilo
- Bell peppers - 8 pieces
- Grapes - 3 kilos
- Apples - 40 pieces
- Bananas - 30 pieces
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Salty breadsticks - 3 bags
- Cookies - 5 packs
- Muesli bars - 40 pieces
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Olive oil - 1 bottle
- Salt - 1 pack
- Pepper - 1 shaker
- Napkins - 4 packs
- Paper towels - 4 rolls
- Trash bags - 2 rolls
- Dish soap - 1 bottle
- Sponges - 4 pieces
- Toilet paper - 2 packs
Water glassesqty 50

Decorations

Name stickersqty 45
Tableclothsqty 8
Flip chart sheetsqty 2
Flip chart markersqty 8

Cleaning

Trash binsqty 4
Cleaning clothsqty 6
Bucketsqty 2
Broom and dustpanqty 2
Mopsqty 2
Rubber glovesqty 4

Tips

Plan around two drinks per person for the first hour, then add one drink per person for each additional hour. Include water in jugs as well as chilled drinks, and keep coolers available if the venue has limited refrigeration.
For a short lecture with refreshments, allow one snack portion per attendee and add 10% extra. Buy dietary alternatives only after registration closes, when you know how many guests need them.
Count one reusable plate, bowl, cup and set of cutlery per attendee, then add 10% spare tableware. Coffee service needs separate coffee cups, plus thermos flasks and serving spoons.
Check the laptop, projector, projection screen, microphone and HDMI connection at least 48 hours before the lecture. Pack extension cords, power strips and a power bank rather than assuming the venue has enough accessible sockets.
Prepare name stickers for every registered participant and the guest speaker, with at least 10 spare stickers. Keep tablecloths, serving platters, tongs, knives and cutting boards together so catering setup does not delay registration.

Frequently asked questions

What should I buy for a guest lecture?: Plan drinks, snacks, groceries, reusable tableware, coffee supplies, name stickers and tablecloths. You also need presentation equipment such as a laptop, projector, screen, HDMI cables, extension cords and power strips.
How much food and drink do I need for a guest lecture?: Allow about two drinks per person for the first hour and one more per person for every extra hour. For snacks, plan one portion per attendee and add 10% extra, with dietary alternatives based on the registration list.
How many plates, cups and cutlery sets do I need?: Provide one plate, bowl, cup and cutlery set per attendee, plus roughly 10% spare. For 50 guests, that means 55 of each reusable item where practical.
When should I check the guest lecture equipment?: Check the laptop, projector, screen, microphone and cables at least 48 hours before the event. Test the presentation again during setup, and bring spare power connections in case the room layout changes.

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