What to Buy for a Hospitality Conference

A hospitality conference needs more than coffee and name badges. Plan supplies for registration, presentations, breaks and catering, with enough tableware and drinks available before guests arrive. The shopping list covers serving equipment, coffee service, kitchen basics and AV essentials such as microphones, cables and power strips. Check dietary requirements before finalising catering, and build in time to chill drinks, prepare snacks and test every presentation connection.

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What to bring

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

Furniture

Registration tablesqty 2
Buffet tablesqty 8
Bistro tablesqty 12
Conference chairsqty 110
High tablesqty 10
Table linenqty 20
Speaker chairsqty 6

Tableware

Dinner platesqty 130
Dessert platesqty 120
Coffee cupsqty 120
Water glassesqty 140
Wine glassesqty 120
Cutlery setsqty 130
Serving utensilsqty 20
Coffee spoonsqty 120

Equipment

Projector
Projection screen
Laptop
Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Power stripsqty 6
Extension cordsqty 6
HDMI cablesqty 3
Presentation clickerqty 2
Coolersqty 4
Coffee machinesqty 3
Kettlesqty 2

Kitchen

Cutting boardsqty 6
Chef's knifeqty 4
Serving plattersqty 20
Serving traysqty 12
Food warmersqty 6
Serving spoonsqty 12
Pliersqty 8
Measuring cupsqty 3
Aluminum foilqty 4

Decorations

Company flagsqty 4
Flower arrangementsqty 8
Menusqty 20
Name badge holdersqty 120
Wayfinding signsqty 8
Presentation lectern

Lighting

Atmosphere lightsqty 12
Light cablesqty 4

Cleaning

Waste binsqty 10
Waste sorting binsqty 4
Broomqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 3

Catering

Groceries
- Coffee beans - 3 kilo
- Tea bags - 200 pieces
- Black tea - 40 bags
- Herbal tea - 40 bags
- Green tea - 40 bags
- Sugar - 2 kilos
- Sweeteners - 200 pieces
- Milk - 12 liters
- Oat milk - 4 liters
- Lemon - 2 kilos
- Spa Blauw - 120 bottles
- Spa Rood - 60 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Fanta - 18 bottles
- Tonic - 12 bottles
- Ginger beer - 12 bottles
- Apple juice - 12 liters
- Orange juice - 12 liters
- Alcohol-free beer - 48 bottles
- Pilsner - 96 bottles
- White wine - 18 bottles
- Red wine - 12 bottles
- Rosé - 12 bottles
- Prosecco - 8 bottles
- Ice cubes - 20 kilo
- Baguettes - 20 pieces
- Whole wheat bread - 12 loaves
- Mini croissants - 120 pieces
- Mini bread rolls - 160 pieces
- Unsalted butter - 2 kilos
- Young cheese - 3 kilos
- Aged cheese - 2 kilo
- Cream cheese - 2 kilo
- Ham - 2 kilos
- Chicken breast - 2 kilos
- Hummus - 2 kilos
- Strawberry jam - 1 kilo
- Peanut butter - 1 kilo
- Cucumber - 3 kilos
- Tomatoes - 4 kilos
- Arugula - 1 kilo
- Mixed salad - 4 kilo
- Bell peppers - 3 kilos
- Carrots - 3 kilos
- Grapes - 5 kilos
- Apples - 6 kilos
- Bananas - 5 kilo
- Melon - 4 pieces
- Yogurt - 8 kilos
- Muesli - 3 kilos
- Granola - 3 kilos
- Honey - 1 kilo
- Nut mix - 2 kilo
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Olives - 3 kg
- Mixed nuts - 3 kilo
- Toast - 12 packs
- Cream cheese dip - 2 kilo
- Pesto dip - 1 kilo
- Chicken skewers - 180 pieces
- Vegetable skewers - 120 pieces
- Mini quiches - 160 pieces
- Falafel - 120 pieces
- Satay sauce - 3 liter
- Mayonnaise - 2 liter
- Ketchup - 2 liters
- Mustard - 1 liter
- Balsamic dressing - 1 liter
- Olive oil - 2 liters
- Salt - 1 kilo
- Black pepper - 500 grams
- Paprika powder - 250 gram
- Italian herbs - 250 grams
- Garlic - 500 grams
- Pasta - 12 kilo
- Rice - 8 kilo
- Chicken fillet for dinner - 18 kilo
- Vegetarian burgers - 30 pieces
- Grilled vegetables - 12 kilos
- Tomato sauce - 12 liters
- Parmesan cheese - 2 kilos
- Mixed vegetables - 10 kilos
- Potatoes - 18 kilos
- Gravy - 8 liters
- Vegetable broth - 2 liters
- Assorted dessert pastries - 120 pieces
- Fruit pastries - 30 pieces
- Vegan dessert - 15 pieces
- Whipped cream - 3 liters
- Chocolate - 2 kilos
- Cookies - 12 packs
- Cocktail picks - 500 pieces
- Napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant spray - 4 bottles
- Sponges - 12 pieces
- Rubber gloves - 12 pairs
- Aluminum trays - 100 pieces
- Plastic wrap - 4 rolls
- Baking paper - 4 rolls

Tips

Plan tableware for every registered attendee plus 10% extra: plates, cups, glasses and cutlery are easy to underestimate when some items are used during both breaks and meals.
Allow two to three drinks per person for the first hour, then about one drink per person per hour. Chill the first round before doors open and keep backup drinks in coolers.
Provide one coffee cup and spoon per guest per service round, then add at least 10% spare. Check coffee machines and kettles at least 60 minutes before registration starts.
Bring one power strip and extension cord for each presentation or registration area, plus spare HDMI cables. Test the laptop, projector, screen, microphones and clicker with the actual presentations on the day.
Prepare the registration desk with tables, the printed participant list and name badges at least 30 minutes before opening. Keep extra blank badges and pens available for late registrations and spelling corrections.

Frequently asked questions

How much tableware do I need for a hospitality conference?: Start with one dinner plate, dessert plate, coffee cup, water glass and cutlery set per attendee, then add 10% spare. If the same guests will use the items for multiple meal or break services, plan an additional washing or replacement cycle.
How many drinks should I buy for a conference?: Budget two to three drinks per person for the first hour and one per person for each additional hour. Add 10% extra, and include water alongside any other beverages.
When should I buy and chill drinks for a conference?: Buy non-perishable drinks and supplies several days in advance. Chill the first service round at least 4 hours before guests arrive; use coolers for the remaining stock.
How many spare name badges and printed materials should I prepare?: Print one participant list and one program booklet per attendee, plus 10% extra. Prepare at least 5% blank name badges for late registrations, replacements and last-minute speaker changes.

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