What you need for an HR conference

An HR conference needs more than chairs and a projector. You will need a clear registration setup, reliable presentation equipment, enough tableware for catering, and practical items for speakers and attendees. Plan quantities from your final guest count, then add a small reserve for damaged badges, spare cables and extra coffee service. This shopping list covers the physical items to arrange or buy, while the related plan keeps the programme, speakers and guest information on schedule.

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What to bring

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

Furniture

Conference chairsqty 90
Foldable tablesqty 12
Registration tablesqty 2
Speaker table
Bar stoolsqty 6
Buffet tablesqty 4
Coat racksqty 3

Equipment

Projectorqty 2
Projection screensqty 2
Laptopsqty 3
Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Mixer
HDMI cablesqty 4
Extension cordsqty 8
Power stripsqty 8
Presentation clickersqty 2
Flip chartsqty 4
Flipchart markersqty 20
High table signsqty 8

Tableware

Coffee cupsqty 100
Water glassesqty 120
Wine glassesqty 100
Beer glassesqty 100
Dinner platesqty 100
Dessert platesqty 100
Cutlery setsqty 100
Serving spoonsqty 12
Coffee spoonsqty 100

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 4
Serving traysqty 8
Small bowlsqty 20
Food warmersqty 6
Pliersqty 8
Cutting boardsqty 4

Decorations

Tableclothsqty 16
Name card holdersqty 90
Menusqty 12
Flower arrangementsqty 8
Directional signsqty 10
Backdrop banner

Lighting

LED lampsqty 8
Light standsqty 4

Cleaning

Waste binsqty 8
Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Cleaning clothsqty 20

Catering

Groceries
- Coffee beans - 4 kilos
- Decaf coffee - 500 grams
- Black tea - 100 tea bags
- Herbal tea - 60 tea bags
- Green tea - 40 bags
- Sugar - 2 kilos
- Sweeteners - 200 pieces
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Coffee cream - 2 liter
- Still mineral water - 60 bottles
- Sparkling mineral water - 60 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Ginger ale - 6 bottles
- Alcohol-free beer - 24 bottles
- Pilsener - 96 bottles
- White wine - 18 bottles
- Red wine - 12 bottles
- Prosecco - 8 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Lemons - 3 kilos
- Limes - 2 kilos
- Ice cubes - 15 kilos
- Mini wraps - 120 pieces
- Hummus - 2 kilos
- Cream cheese - 1 kilo
- Smoked salmon - 1.5 kilos
- Chicken breast slices - 1.5 kilos
- Young cheese - 2 kilos
- Arugula - 1 kilo
- Cucumbers - 3 kilos
- Tomatoes - 3 kilos
- Bell peppers - 2 kilos
- Olives - 2 kilos
- Nut mix - 2 kilo
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Salted sticks - 6 bags
- Savory nuts - 6 bags
- Grapes - 5 kilos
- Apples - 80 pieces
- Bananas - 60 pieces
- Mandarins - 60 pieces
- Yogurt - 6 kilos
- Granola - 2 kilos
- Honey - 2 jars
- Mixed salad - 6 kilo
- Cherry tomatoes - 3 kilos
- Cucumber salad - 3 kilos
- Pasta salad - 8 kilo
- Potato salad - 6 kilos
- Baguettes - 20 pieces
- Herb butter - 2 kilo
- Vegetarian quiche - 20 portions
- Vegetable pie - 20 servings
- Chicken skewers - 100 pieces
- Falafel - 100 pieces
- Rice - 5 kilo
- Grilled Vegetables - 6 kilos
- Chicken satay - 5 kilos
- Satay sauce - 3 liter
- Tzatziki - 2 liters
- Garlic sauce - 2 liters
- Mayonnaise - 2 liter
- Ketchup - 2 liters
- Mustard - 1 liter
- Chili sauce - 1 liter
- Salt - 500 grams
- Pepper - 250 gram
- Paprika powder - 250 gram
- Italian herbs - 250 grams
- Olive oil - 2 liters
- Balsamic vinegar - 1 liter
- Lemon juice - 1 liter
- Mini cheesecakes - 100 pieces
- Brownies - 100 pieces
- Fresh fruit pastries - 80 pieces
- Dark chocolate - 1 kilo
- Paper napkins - 300 pieces
- Cocktail sticks - 300 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles

Tips

Plan one conference chair per attendee, plus 5–10% extra if the room allows. For a speaker panel, add one speaker table and one chair per panellist before the room layout is final.
For each presentation area, prepare a working laptop, projector, projection screen, presentation clicker and the correct HDMI cable. Pack at least one spare HDMI cable and test every presentation before doors open.
Provide one registration table near the entrance, with printed name badges and high table signs. Set it up at least 30 minutes before registration starts so late arrivals do not block the doorway.
Count coffee cups, water glasses and cutlery sets against the final guest list, then add 10% spare. If catering includes wine or beer, count the matching glasses separately rather than assuming one glass type will cover the service.
Use extension cords and power strips only after checking the venue’s socket locations. Bring enough cable length to keep walkways clear, and tape or cover any cable that must cross a route.

Frequently asked questions

What equipment do I need for an HR conference presentation?: Allow one laptop, projector, projection screen and presentation clicker for each active presentation area. Keep at least one spare HDMI cable, and test the full setup before the conference day.
How many chairs do I need for an HR conference?: Start with one conference chair per registered attendee and add 5–10% spare capacity. If the final list has 100 attendees, plan for 105 to 110 chairs where the venue has room.
How much tableware should I buy for an HR conference?: Use the final guest count as the base and add 10% spare for cups, glasses, plates and cutlery sets. Confirm separate quantities for coffee, water, wine and beer with the caterer at least 3–5 days before the event.
When should I prepare the conference registration table?: Set out the registration table, name badges and high table signs at least 30 minutes before registration opens. Keep the final guest list and a small supply of blank badges available for changes on the day.

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