What You Need for a Guest Lecture

A guest lecture needs more than chairs and a projector. You will need reliable presentation equipment, a clear registration setup, seating for every attendee, and enough tableware for coffee, water, snacks and any catering. Order or gather technical items early, especially the wireless microphone, speakers and presentation clicker. Check dietary requirements before confirming food quantities, and allow extra time to chill drinks, prepare snacks and test every connection.

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What to bring

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

Furniture

Chairsqty 60
Rectangular tablesqty 8
High tablesqty 6
Tableclothsqty 14
Registration desk
Speaker podium

Equipment

Projector
Projection screen
Laptop
Wireless microphoneqty 2
Speakersqty 2
Microphone stand
Extension cordsqty 4
Power stripsqty 4
Presentation clicker
Flip chart
Clothes railsqty 2

Tableware

Coffee cupsqty 60
Water glassesqty 60
Wine glassesqty 60
Platesqty 60
Cutlery setsqty 60
Coffee potsqty 4
Water jugsqty 6
Serving plattersqty 10
Serving tongsqty 6
Bottle openersqty 3

Kitchen

Coolersqty 4
Thermos flasksqty 4
Cutting boardsqty 3
Chef's knivesqty 3
Serving plattersqty 10

Decorations

Name card holdersqty 60
Flower arrangementsqty 6
Welcome sign
Program boardqty 2

Lighting

Atmosphere lightsqty 8

Cleaning

Waste binsqty 6
Dustpan and brushqty 2
Mop set
Cleaning glovesqty 4

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Sweetener - 1 box
- Milk - 6 liters
- Oat milk - 3 liters
- Lemons - 8 pieces
- Spa Blauw - 6 bottles
- Spa Red - 4 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Tonic - 2 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Non-alcoholic beer - 24 bottles
- Pilsner - 48 bottles
- White wine - 8 bottles
- Red wine - 4 bottles
- Rosé - 4 bottles
- Toast - 6 packs
- Baguettes - 8 pieces
- Butter - 500 grams
- Cream cheese - 1 kilo
- Hummus - 1 kilo
- Brie - 1 kilo
- Young cheese - 1,5 kilo
- Smoked chicken breast - 1 kilo
- Grapes - 3 kilos
- Apples - 30 pieces
- Mandarins - 30 pieces
- Cucumber - 6 pieces
- Cherry tomatoes - 2 kilos
- Carrots - 2 kilos
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Rice crackers - 4 packs
- Mixed nuts - 1 kilo
- Olives - 1 kilo
- Ketchup - 1 bottle
- Mayonnaise - 1 bottle
- Mustard - 1 jar
- Ice cubes - 10 kilos
- Paper napkins - 200 pieces
- Coffee filters - 100 pieces
- Stir sticks - 200 pieces
- Paper cups - 100 pieces
- Name stickers - 80 pieces
- Ballpoint pens - 30 pieces
- Flip chart paper - 1 pad
- Highlighters - 6 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Garbage bags - 30 pieces
- Dish soap - 2 bottles
- Dishwasher tablets - 30 pieces
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Sponges - 6 pieces
- Microfiber cloths - 10 pieces

Tips

Plan seating for the number of confirmed registrations plus 5–10% spare chairs. Keep the front row and the route to the podium clear so the guest speaker can move easily.
Test the projector, screen, laptop, speakers and wireless microphone at least 60 minutes before doors open. Bring extension cords, power strips and a presentation clicker rather than relying on the venue’s setup.
For a 60–90 minute lecture, provide one bottle or glass of water per attendee, plus one extra jug for the speaker. Set a separate water glass at the podium before the audience arrives.
Count tableware against registrations: one coffee cup, plate, cutlery set and water glass per person, with 10% extra. Add wine glasses only if wine is actually being served, and check that serving tongs and bottle openers are available.
Set up the registration desk with the attendee list, pens and any name materials at least 30 minutes before opening. Put coffee pots, thermos flasks, coolers and serving platters in the buffet area so the reception team does not have to leave the entrance.

Frequently asked questions

What equipment do I need for a guest lecture?: At minimum, arrange a laptop, projector, projection screen, presentation clicker and a way to amplify the speaker. For a typical room, also provide a wireless microphone, speakers, microphone stand, extension cords and power strips. Test everything at least 60 minutes before the lecture.
How many chairs and tables do I need for a guest lecture?: Provide one chair for every confirmed attendee, plus 5–10% spare chairs. Use tables for registration, catering and any materials; a registration desk and one or two buffet tables are usually enough for a small lecture, depending on the number of guests.
How much coffee, water and tableware should I buy?: Allow one coffee serving per person on arrival and another if the programme includes a break. Provide one water glass per attendee plus 10% extra, and prepare one additional jug or bottle for the speaker. Buy one cup, plate and cutlery set per person, with 10% spare.
When should I order catering for a guest lecture?: Confirm catering after registration numbers and dietary requirements are collected, ideally at least 5–7 days before the lecture. Recheck the final headcount and special diets 24–48 hours beforehand so the buffet can be labelled and portioned correctly.

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