What you need for a health lecture

A health lecture needs more than chairs and a projector. You will need a clear registration point, presentation equipment, refreshments and printed materials that keep people moving through the room. Plan drinks and snacks by attendee count, and check dietary requirements before ordering catering. The items below cover the practical setup, including serving equipment, name badges, directional signs and the cables that are easy to overlook.

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What to bring

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

Furniture

Tablesqty 6
Chairsqty 60
Registration desk
Clothing rack
Speaker table

Tableware

Reusable cupsqty 70
Glassesqty 70
Platesqty 70
Cutlery setsqty 70
Serving plattersqty 8
Coffee thermosesqty 4
Water jugsqty 4

Equipment

Laptop
Projector
Projection screen
Wireless microphone
Speaker set
Presentation clicker
HDMI cableqty 2
Extension cordsqty 4
Power stripsqty 3

Decorations

Tableclothsqty 6
Plantsqty 4
Welcome sign

Communication

Name badgesqty 60
Program cardsqty 60
Directional signsqty 6
Pen setsqty 6

Kitchen

Cutting boardsqty 3
Knivesqty 6
Serving tongsqty 6
Coolersqty 2

Cleaning

Waste binsqty 4
Bucketsqty 2
Mopsqty 2

Catering

Groceries
- Coffee - 3 packs
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Sugar - 1 kilo
- Mints - 1 box
- Spa Blauw - 8 bottles
- Sparkling mineral water - 4 bottles
- Apple juice - 4 liter
- Orange juice - 4 liters
- Whole grain bread - 8 loaves
- Whole wheat wraps - 50 pieces
- Hummus - 2 kilos
- Cream cheese spread - 1 kilo
- Young cheese - 2 kilos
- Turkey breast - 1,5 kilo
- Smoked chicken breast - 1,5 kilo
- Avocados - 12 pieces
- Cucumbers - 8 pieces
- Tomatoes - 3 kilos
- Bell peppers - 12 pieces
- Arugula - 6 bags
- Carrots - 2 kilo
- Grapes - 3 kilos
- Apples - 60 pieces
- Bananas - 50 pieces
- Unsalted nuts - 2 kilos
- Oatmeal cookies - 100 pieces
- Rice cakes - 6 packs
- Olive oil - 1 bottle
- Balsamic vinegar - 1 bottle
- Mustard - 1 jar
- Mayonnaise - 1 jar
- Ketchup - 1 bottle
- Salt - 1 pack
- Black pepper - 1 jar
- Paper napkins - 200 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- All-purpose cleaner - 2 bottles
- Dish soap - 2 bottles
- Hand soap - 4 bottles
- Nitrile gloves - 2 boxes

Tips

Plan around two drinks per person for the first hour, then one additional drink per person for each following hour. Use water jugs for the room and reserve chilled drinks for the refreshment table.
Allow one plate, one cutlery set, one glass or reusable cup and one napkin per attendee, plus at least 10% extra. This prevents shortages when items are dropped or used for seconds.
Prepare the presentation kit at least one day before the lecture: laptop, projector, screen, clicker, HDMI cable, microphone and speaker set. Pack extension cords and power strips with it rather than searching for them during setup.
Bring one name badge and one printed program card per registered guest, with 10% extra for walk-ins or damaged copies. Keep pen sets at the registration desk for last-minute changes.
Order snacks and fresh fruit only after collecting dietary requirements, ideally at least 3 days before the event. Put serving platters, cutting boards and knives out before the buffet is opened so food preparation does not delay registration.

Frequently asked questions

How many drinks do I need for a health lecture?: Plan for two drinks per person during the first hour and one extra drink per person for every additional hour. Add around 10% extra if the lecture is held in warm weather or includes a long break.
What presentation equipment is needed for a health lecture?: Bring a laptop, projector, projection screen, presentation clicker, HDMI cable, wireless microphone and speaker set. Test every connection at least 1 hour before guests arrive, including spare extension cords and power strips.
How much catering should I order for a health lecture?: For a short lecture, allow one snack portion and one serving of fresh fruit per person, with 10% extra. Collect dietary requirements at least 3 days before ordering so suitable options can be included.
How many printed materials should I prepare?: Prepare one program card and one name badge for every registered attendee, plus 10% extra. Print directional signs and the welcome sign before the day of the lecture, and keep spare pens at the registration desk.

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