What you need for an inclusion conference
An inclusion conference needs more than chairs and coffee. Plan for registration, presentations, livestreaming, refreshments and the access requirements people shared when they registered. Buy or collect supplies early, especially microphones, HDMI adapters, captioning or interpreting equipment, and enough tableware for every break. Use the quantities below as a starting point, then adjust them to your attendee count, program length and venue setup.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Chairsqty 180
- Tablesqty 24
- Registration desk
- Buffet tablesqty 6
- Speaker table
- Stoolsqty 6
- Coat racksqty 4
Equipment
- Laptopsqty 3
- Projectorsqty 3
- Projection screensqty 3
- HDMI cablesqty 6
- HDMI adaptersqty 6
- Presentation clickersqty 3
- Wireless microphonesqty 4
- Microphone standsqty 2
- Speakersqty 4
- Mixer
- Extension cordsqty 8
- Power stripsqty 8
- Wi-Fi hotspot
- Webcam
- Tripodqty 2
Tableware
- Coffee cupsqty 180
- Glassesqty 180
- Water glassesqty 180
- Platesqty 180
- Cutlery setsqty 180
- Serving plattersqty 20
- Serving spoonsqty 12
- Water jugsqty 12
Kitchen
- Coffee machinesqty 3
- Kettlesqty 3
- Thermos flasksqty 8
- Coolersqty 6
- Ice cube traysqty 4
- Cutting boardsqty 4
- Knivesqty 8
- Serving traysqty 8
- Labels for dietary foodqty 50
Decorations
- Name badge holdersqty 180
- Name badgesqty 220
- Program leafletsqty 200
- Table runnersqty 12
- Directional signsqty 12
- Poster boardsqty 6
- Flip chartsqty 6
- Flip chart paperqty 12
- Markersqty 36
- Tapeqty 8
- Pensqty 220
- Notepadsqty 200
- Voting stickersqty 600
- Table numbersqty 24
Lighting
- LED lampsqty 8
- String lightsqty 4
Cleaning
- Waste binsqty 12
- Trash bag holdersqty 6
- Mopsqty 4
- Bucketsqty 4
- Dustpan and brushqty 3
- Cleaning glovesqty 8
- Disinfectantqty 4
Catering
- Groceries
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Tea assortment - 250 bags
- Herbal tea - 50 bags
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Whole milk - 12 liters
- Oat milk - 8 liters
- Semi-skimmed milk - 6 liters
- Lemons - 20 pieces
- Still water - 120 bottles
- Sparkling water - 60 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Tonic - 4 bottles
- Alcohol-free beer - 48 bottles
- Coffee creamer - 6 tubs
- Unsalted butter - 2 kilos
- Mini Croissants - 220 Pieces
- Mini sandwiches - 220 pieces
- Whole wheat bread - 12 loaves
- White rolls - 12 bags
- Multigrain rolls - 10 bags
- Hummus - 12 tubs
- Cream cheese - 12 tubs
- Young cheese - 4 kilos
- Aged cheese - 3 kilos
- Turkey breast - 3 kilos
- Vegetarian spread - 12 tubs
- Jam - 8 jars
- Peanut butter - 6 jars
- Cucumbers - 20 pieces
- Tomatoes - 5 kilos
- Lettuce - 12 heads
- Bell peppers - 30 pieces
- Carrots - 5 kilos
- Apples - 200 pieces
- Bananas - 120 pieces
- Grapes - 12 kilos
- Mandarins - 150 pieces
- Mixed nuts - 6 kilos
- Paprika chips - 10 bags
- Plain chips - 10 bags
- Rice crackers - 8 packs
- Olives - 6 jars
- Sun-dried tomatoes - 4 jars
- Crackers - 12 packs
- Gluten-free crackers - 4 packs
- Gluten-free sandwich rolls - 30 pieces
- Vegan spread - 12 tubs
- Vegan wraps - 80 pieces
- Whole grain wraps - 120 pieces
- Falafel - 8 kg
- Chickpeas - 5 kilos
- Arugula - 2 kilos
- Red cabbage - 3 kilo
- Corn - 4 cans
- Cucumber salad - 4 kilos
- Pasta salad - 12 kilos
- Rice salad - 10 kilos
- Green salad - 10 kilos
- Vegan pasta salad - 6 kilos
- Gluten-free pasta salad - 3 kilos
- Dinner rolls - 220 pieces
- Herb Butter - 4 kilos
- Mayonnaise - 4 bottles
- Vegan mayonnaise - 3 bottles
- Ketchup - 4 bottles
- Mustard - 3 jars
- Honey mustard sauce - 3 bottles
- Olive oil - 3 liters
- Balsamic vinegar - 2 bottles
- Salt - 1 kilo
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Garlic powder - 250 grams
- Fresh basil - 10 bunches
- Diet cookies - 6 packs
- Vegan cookies - 6 packs
- Gluten-free cookies - 6 packs
- Mini muffins - 220 pieces
- Brownies - 220 pieces
- Napkins - 600 pieces
- Paper cups - 300 pieces
- Stirrers - 300 pieces
- Baking paper - 4 rolls
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Catering containers - 250 pieces
- Lockable food containers - 20 pieces
- Trash bags - 40 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 8 bottles
- Hand sanitizer - 8 bottles
- Dish soap - 4 bottles
- Sponges - 12 pieces
- Microfiber cloths - 24 pieces
Tips
- Plan two to three drinks per person for the first hour, then about one drink per person for each additional hour. Include water as well as coffee or other refreshments, and chill drinks before the reception opens.
- Prepare one name badge and one spare for every registered attendee, speaker and organiser. Keep at least 10 blank badges at the registration desk for late registrations or spelling corrections.
- For every presentation setup, check for one HDMI cable, the correct adapter for the presenter’s laptop and a presentation clicker. Test the projector, screen, microphone and speakers at least 60 minutes before the first session.
- Set out one plate, cutlery set, glass and coffee cup per expected guest for each catering round, plus 10% spare. Put water jugs on speaker and dining tables so people do not need to queue at the reception desk.
- Match accessibility supplies to the confirmed support needs rather than guessing. Confirm interpreters, live captioners, sign language support, livestream equipment and a reliable Wi-Fi connection no later than 7 days before the event.
Frequently asked questions
- What do I need to buy for an inclusion conference?
- Plan drinks, coffee cups, glasses, water glasses, plates, cutlery, serving platters, serving spoons and water jugs for catering. You will also need registration supplies, name badges and tested presentation equipment such as HDMI cables, adapters, microphones and power strips.
- How many drinks should I buy for an inclusion conference?
- Allow two to three drinks per person for the first hour and one additional drink per person for every following hour. Add around 10% extra if attendance is uncertain or the program includes a long reception.
- How early should accessibility equipment be arranged?
- Confirm interpreters, live captioners, sign language support and livestream requirements at least 7 days before the conference. Test the webcam, tripod, laptops, Wi-Fi hotspot and audio equipment at least 60 minutes before doors open.
- How much tableware do I need for a conference?
- Prepare one plate, cutlery set, glass and coffee cup per expected guest for each catering round, with 10% spare. For 100 guests, that means at least 110 of each item used during the meal or break.
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