What you need for a Heritage Conference

A Heritage Conference needs more than chairs and a projector. You will need clearly marked registration tables, presentation equipment that works together, tableware for catering, and enough glasses and cups for breaks. Buy or borrow supplies early, especially wireless microphones, speakers, extension cords and name badge holders. Use the final guest list and collected dietary requirements to confirm catering quantities before you shop, then chill drinks in time for the first arrival.

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What to bring

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

Furniture

Registration tablesqty 3
Buffet tablesqty 8
Foldable tablesqty 12
Chairsqty 120
Speaker chairsqty 4
Coat racksqty 4
Waste binsqty 8

Tableware

Dinner platesqty 130
Dessert platesqty 130
Coffee cupsqty 130
Water glassesqty 150
Wine glassesqty 130
Coffee spoonsqty 130
Dinner knivesqty 130
Dinner forksqty 130
Serving spoonsqty 20

Equipment

Projector
Projection screen
Laptopsqty 2
Wireless microphonesqty 3
Microphone standsqty 2
Audio mixer
Speakersqty 2
Extension cordsqty 8
Power stripsqty 8
HDMI cablesqty 3
Presentation clickerqty 2
Flip chartsqty 4
Wall clocksqty 3

Decorations

Name badge holdersqty 120
Table runnersqty 12
Flower arrangementsqty 8
Directional signsqty 12
Program boardsqty 4

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Serving traysqty 12
Serving jugsqty 10
Food warmersqty 8
Cutting boardsqty 4
Chef and serving knivesqty 8
Serving tongsqty 12
Measuring cupsqty 3

Cleaning

Bucketsqty 4
Mopsqty 4
Broomsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 8

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 3 boxes
- Herbal tea - 2 boxes
- Hot chocolate - 2 packs
- Sugar - 2 kilograms
- Sweetener - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lemons - 2 kilograms
- Still water - 12 bottles
- Sparkling water - 12 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Bitter lemon - 4 bottles
- Apple juice - 6 packs
- Orange juice - 8 packs
- Tonic - 4 bottles
- Beer - 8 crates
- Alcohol-free beer - 3 cases
- Dry white wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 6 bottles
- Bubbles - 6 bottles
- Bitterballen - 400 pieces
- Vegetarian bitterballen - 120 pieces
- Olives - 3 kilograms
- Mixed nuts - 3 kilograms
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 6 bags
- Salsa - 6 jars
- Cucumbers - 12 pieces
- Cherry tomatoes - 4 kilograms
- Grapes - 5 kilograms
- Apples - 60 pieces
- Pears - 40 pieces
- Mini quiches - 250 pieces
- Mini rolls - 250 pieces
- Hummus - 8 tubs
- Cream cheese - 4 kilograms
- Young cheese - 5 kilogram
- Brie - 3 kilograms
- Smoked chicken breast - 3 kilogram
- Smoked salmon - 2 kilogram
- Vegetarian spreads - 12 tubs
- Arugula - 2 kilogram
- Mixed salad - 5 kilograms
- Cucumber salad - 4 kilograms
- Pasta salad - 8 kilograms
- Potato salad - 8 kilograms
- Tomato salad - 6 kilograms
- Baguettes - 30 pieces
- Whole wheat bread - 12 loaves
- Gluten-free bread - 4 loaves
- Unsalted butter - 2 kilograms
- Olive oil - 2 liters
- Balsamic vinegar - 1 bottle
- Vinaigrette - 3 liters
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Salt - 1 pack
- Pepper - 1 jar
- Basmati or pandan rice - 12 kilograms
- Pasta - 10 kilogram
- Tomato sauce - 12 jars
- Vegetable stock - 2 boxes
- Vegetable curry - 10 kilograms
- Chicken dish - 12 kilograms
- Roasted vegetables - 10 kilograms
- Parmesan cheese - 2 kilograms
- Tiramisu - 120 servings
- Vegan chocolate mousse - 20 portions
- Gluten-free dessert portions - 10 portions
- Coffee creamers - 300 pieces
- Paper napkins - 500 pieces
- Paper towel rolls - 12 rolls
- Paper towels - 8 rolls
- Trash bags - 40 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Toilet paper - 48 rolls
- Hand soap - 8 bottles
- Hand sanitizer - 6 bottles

Tips

Plan one registration table for every 75 to 100 guests, with name badge holders, the final guest list and pens ready before doors open. Keep extra blank badges available for late registrations.
For a catered meal, count one dinner plate, one dinner fork and one dinner knife per guest, plus at least 10% extra. Add dessert plates only if dessert is being served separately.
Allow two to three drinks per person for the first hour, then one drink per person per hour. Provide one water glass per guest and keep chilled drinks ready at least 60 minutes before arrival.
Check the projector, screen, laptops, HDMI cables, presentation clicker and audio system together at least one day before the conference. Bring two extension cords and power strips for each presentation area unless the venue confirms fixed power points.
Prepare route signs, wall clocks, flip charts and name badges before the event day. Print 10% more program leaflets and badges than the confirmed guest count to cover late changes and damaged copies.

Frequently asked questions

What do I need to buy for a Heritage Conference?: Plan supplies for registration, seating, catering, presentations and wayfinding. The core list includes tables and chairs, plates and glasses, coffee cups, projector equipment, microphones, cables, flip charts, waste bins and name badge holders.
How many glasses and cups do I need per conference guest?: Provide at least one water glass per guest, one wine glass if wine is served, and one coffee cup for each expected coffee drinker. Add about 10% extra tableware so breakage and late arrivals do not cause shortages.
How much conference catering should I order?: Give the caterer the confirmed guest count and dietary requirements at least 3 to 5 days before the event, or by the caterer's stated deadline. Order portions for every registered guest and keep 5% extra where the caterer allows it.
When should I test the conference presentation equipment?: Test the projector, screen, laptops, HDMI cables, clicker, microphones, mixer and speakers at least 24 hours before the conference. Run a second sound and image check 60 minutes before guests arrive.

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