What to buy for a health conference

A health conference needs more than a projector and a registration desk. Plan refreshments, serving items, printed materials and technical backups around your final attendee count. Buy or bring water, coffee supplies and enough tableware before the venue opens, because last-minute gaps are difficult to fix once registration starts. This checklist also helps you account for dietary meals, speaker equipment and the small power accessories that are often forgotten.

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What to bring

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

Furniture

Congress tablesqty 12
Chairsqty 120
Stage sectionsqty 3
Speaker table
Registration tablesqty 2
Clothes racksqty 2

Equipment

Projector
Projection screen
Laptopqty 2
Wireless microphonesqty 3
Microphone stand
Audio mixer
Speakersqty 2
HDMI cablesqty 3
Extension cordsqty 6
Power stripsqty 6
Presentation clickerqty 2
Power banksqty 4

Tableware

Coffee cupsqty 120
Water glassesqty 120
Wine glassesqty 120
Dinner platesqty 120
Dessert platesqty 120
Cutlery setsqty 120
Serving spoonsqty 12
Serving plattersqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving plattersqty 10
Serving spoonsqty 10
Cutting boardsqty 3
Bread knivesqty 3

Registration

Name badgesqty 120
Lanyardsqty 120
Program leafletsqty 120
Evaluation formsqty 120
Pensqty 40
Clipboardsqty 4
Visitor listqty 4
Badge holdersqty 120

Decorations

Congress bannerqty 2
Tableclothqty 14
Flower arrangementsqty 6
Speaker name badgesqty 12
Directional signsqty 12

Lighting

Standing lampsqty 4

Cleaning

Waste binsqty 8
Vacuum cleaner
Mopqty 2
Bucketsqty 2

Catering

Groceries
- Coffee beans - 3 kilograms
- Tea bags - 250 pieces
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Green tea - 1 box
- Sugar sticks - 250 pieces
- Milk cups - 250 pcs
- Oat milk - 8 liters
- Semi-skimmed milk - 8 liters
- Cocoa powder - 500 gram
- Spa Blauw - 120 bottles
- Spa Red - 60 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Ice tea - 18 bottles
- Apple juice - 12 liters
- Orange juice - 12 liters
- Alcohol-free beer - 48 bottles
- White wine - 18 bottles
- Red wine - 12 bottles
- Prosecco - 8 bottles
- Baguettes - 30 pieces
- Whole wheat bread - 12 loaves
- Multigrain bread - 8 loaves
- Wholemeal rolls - 120 pieces
- Unsalted butter - 2 kilograms
- Cream cheese - 3 kilograms
- Young cheese - 4 kilograms
- Aged cheese - 3 kilograms
- Turkey breast - 3 kilograms
- Smoked chicken breast - 3 kilogram
- Hummus - 3 kilograms
- Avocado spread - 2 kilogram
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Honey - 2 jars
- Cucumbers - 8 pieces
- Tomatoes - 5 kilograms
- Avocados - 20 pieces
- Arugula - 1 kilogram
- Mixed salad - 3 kilograms
- Bell peppers - 20 pieces
- Carrots - 3 kilogram
- Celery - 2 kilograms
- Radish - 1 kilogram
- Apples - 120 pieces
- Bananas - 80 pieces
- Pears - 60 pieces
- Grapes - 8 kilograms
- Oranges - 60 pieces
- Berry mix - 4 kilograms
- Unsalted nuts - 3 kilogram
- Pumpkin seeds - 1 kilogram
- Sunflower seeds - 1 kilogram
- Whole grain crackers - 12 packs
- Rice cakes - 10 packs
- Oat bars - 120 pieces
- Nut bars - 60 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Olives - 3 kilograms
- Cherry tomatoes - 3 kilograms
- Feta - 2 kilograms
- Chickpeas - 12 cans
- Quinoa - 3 kilograms
- Brown rice - 4 kilogram
- Whole wheat pasta - 4 kilograms
- Grilled vegetables - 8 kilograms
- Chicken breast - 8 kilogram
- Salmon fillet - 5 kilograms
- Vegetarian burgers - 40 pieces
- Tomato sauce - 6 liters
- Pesto sauce - 2 kilograms
- Yogurt dressing - 4 liters
- Balsamic vinegar - 2 bottles
- Olive oil - 3 liters
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Salt - 1 kilogram
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Italian herbs - 250 grams
- Garlic - 500 grams
- Lemons - 30 pieces
- Yogurt - 8 kilograms
- Greek yogurt - 6 kilograms
- Muesli - 4 kilograms
- Granola - 3 kilograms
- Chocolate mousse - 120 servings
- Fresh fruit salad - 12 kilograms
- Mini muffins - 120 pieces
- Gluten-free rolls - 20 pieces
- Gluten-free crackers - 4 packs
- Vegan cheese - 1 kilogram
- Vegan burgers - 20 pieces
- Vegan yogurt - 3 kilograms
- Lactose-free milk - 4 liters
- Lactose-free yogurt - 3 kilograms
- Baking paper - 2 rolls
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Napkins - 500 pieces
- Paper cups - 250 pieces
- Stir sticks - 250 pieces
- Disposable gloves - 2 boxes
- Paper towels - 12 rolls
- Trash bags - 60 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Toilet paper - 48 rolls

Tips

Plan at least 500 ml of water per attendee for the conference day, plus extra water for speakers. Keep some bottles or filled glasses at the speaker table and refill them during breaks.
For each coffee break, allow one hot drink per attendee and add 10% extra. Check that you have enough cups, thermos flasks, kettles or coffee machines, and serving space before catering arrives.
Prepare 10% more name badges, programme folders and evaluation forms than the confirmed registration list. This covers walk-ins, spelling corrections and replacement copies without reprinting during the event.
Test the projector, laptop, HDMI cables, microphones, speakers and audio mixer at least 60 minutes before the first session. Pack extension cords, power strips, a presentation clicker and power banks as backups.
Confirm dietary requirements with the caterer at least 3 working days before the conference. Label special meals separately and keep the final participant list at registration so nobody has to guess which meal belongs to whom.

Frequently asked questions

How much water do I need for a health conference?: Allow at least 500 ml per attendee for the day, then add 10% extra for late arrivals and refills. Provide additional water at the speaker table, especially if sessions include several presentations.
How many printed programmes and name badges should I buy?: Print one programme and one name badge for every confirmed attendee, plus 10% spare copies. For 100 registered people, prepare 110 of each to cover walk-ins, damaged badges and corrections.
When should I confirm dietary meals for a health conference?: Send the final dietary requirements to the caterer at least 3 working days before the event. Recheck the list on the morning of the conference and label each special meal before serving.
What technical equipment should I bring to a health conference?: Bring a projector, screen, laptop, HDMI cables, microphones, speakers, an audio mixer and a presentation clicker. Test everything at least 60 minutes before the opening and pack two spare power connections if possible.

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