Guest lecture shopping list

A guest lecture needs more than chairs and a projector. Plan what attendees will use at registration, during the presentation and at the refreshment break, including cups, glasses, plates, cutlery and serving equipment. Check the speaker’s laptop and connection requirements before buying cables or adapters. The list below also covers practical items that are easy to overlook, such as name badges, directional signs, coat storage and waste bins.

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What to bring

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

Furniture

Chairsqty 90
Tablesqty 10
Reception desk
Coat racksqty 2

Equipment

Projector
Projection screen
Presentation laptop
HDMI cableqty 2
HDMI adaptersqty 3
Wireless microphone
Speakersqty 2
Extension cordsqty 2
Power stripsqty 4

Tableware

Coffee cupsqty 90
Glassesqty 90
Platesqty 90
Cutlery setsqty 90

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Serving plattersqty 8
Serving traysqty 6
Serving tongsqty 6

Decorations

Name badgesqty 100
Lanyardsqty 100
Program leafletsqty 100
Directional signsqty 8
Tableclothsqty 10

Cleaning

Waste binsqty 6
Broom and dustpanqty 2
Mop setsqty 2
Cleaning glovesqty 6

Catering

Groceries
- Coffee - 3 packs
- Black tea - 2 boxes
- Herbal tea - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Sugar - 1 kilo
- Sweetener - 1 box
- Still mineral water - 8 bottles
- Sparkling mineral water - 6 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Lemonade - 4 bottles
- Stirrers - 150 pieces
- Butter cookies - 6 packs
- Chocolate cookies - 4 packs
- Rice cakes - 4 packs
- Apples - 40 pieces
- Bananas - 30 pieces
- Grapes - 4 kilos
- Mixed nuts - 2 kilos
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Salted pretzels - 3 bags
- Assorted sandwiches - 50 pieces
- Vegetarian sandwiches - 20 pieces
- Vegan sandwiches - 10 pieces
- Gluten-free rolls - 6 pieces
- Chicken wraps - 25 pieces
- Vegetarian wraps - 20 pieces
- Vegan wraps - 10 pieces
- Mixed meal salad - 8 kilos
- Vegan meal salad - 2 kilo
- Yogurt dressing - 2 bottles
- Vegan dressing - 2 bottles
- Tomato soup - 8 liters
- Whole grain bread - 4 loaves
- Butter - 500 grams
- Hummus - 1 kilo
- Herb cheese - 1 kilo
- Paper towels - 6 rolls
- Napkins - 250 pieces
- Garbage bags - 30 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet paper - 24 rolls
- Hand soap - 4 bottles

Tips

Allow one name badge and lanyard per registered attendee, plus at least 10% extra for walk-ins, spelling mistakes and replacements.
For a 60-minute lecture, plan roughly 2–3 drinks per person for the first hour, then add 1 drink per person for each additional hour. Keep water available at the reception desk and near the speaker.
Match tableware to the catering format: provide one plate and cutlery set per serving, one coffee cup per coffee round, and one glass per person if drinks are served at the same time.
Check the presentation setup at least 24 hours beforehand. Confirm that the presentation laptop, projector, screen, HDMI cable, adapters, microphone, speakers, extension cords and power strips work together.
Buy or bring 10–15% more printed programs than the registration count, and prepare directional signs before the doors open. Guests often need signs for registration, the lecture room, refreshments and toilets.

Frequently asked questions

What equipment do I need for a guest lecture?: Plan for a projector, projection screen, presentation laptop, HDMI cable, compatible adapters, wireless microphone and speakers. Check the speaker’s requirements at least 24 hours before the lecture and bring spare connection options.
How many drinks should I buy for a guest lecture?: For the first hour, allow 2–3 drinks per person, including water, coffee or other refreshments. For every additional hour, add approximately 1 drink per person, then keep a small 10% buffer for late arrivals.
How many printed programs and name badges do I need?: Prepare one program leaflet and one name badge with lanyard per registered attendee. Add 10–15% extra programs and at least 10% extra badges for walk-ins, corrections and replacements.
When should I prepare the guest lecture supplies?: Check equipment, cables and adapters at least 24 hours before the event. Set out badges, programs, signs, tableware and serving equipment before the doors open, and chill drinks several hours in advance.

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