What you need for an industry conference

An industry conference needs more than chairs and coffee. You’ll need a clear registration setup, reliable presentation equipment, enough tableware for catering, and backup power and cables for a full programme. Plan quantities around your confirmed attendee and speaker numbers, then add a small buffer for late arrivals and replacements. Use this shopping list to check what must be bought, collected or brought to the venue before setup day.

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What to bring

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

Furniture

Conference chairsqty 120
Foldable tablesqty 12
Tall cocktail tablesqty 10
Stage sectionsqty 4
Speaker table
Registration tablesqty 2
Clothes racksqty 2

Tableware

Coffee cupsqty 120
Water glassesqty 150
Wine glassesqty 150
Platesqty 130
Cutlery setsqty 130
Serving traysqty 12

Equipment

Projector
Projection screen
Laptop
HDMI cablesqty 3
Adapter cablesqty 4
Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Power stripsqty 8
Extension cordsqty 8
Presentation clickerqty 2
Power banksqty 4

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 4
Buffet traysqty 12
Serving spoonsqty 12
Cutting boardsqty 3

Decorations

Name card holdersqty 120
Table runnersqty 12
Flower arrangementsqty 8
Signage boardsqty 10
Badge holdersqty 120

Lighting

LED spotlightsqty 8

Cleaning

Waste binsqty 10

Catering

Groceries
- Coffee beans - 3 kilo
- Tea bags - 250 pieces
- Hot chocolate - 3 liters
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Coffee creamer - 6 packets
- Granulated sugar - 3 kilos
- Sweetener - 300 pieces
- Tea napkins - 300 pieces
- Still mineral water - 12 trays
- Sparkling mineral water - 10 trays
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Tonic - 3 bottles
- Ginger beer - 3 bottles
- Apple juice - 6 liters
- Orange juice - 8 liters
- Alcohol-free beer - 4 trays
- Pilsner - 8 trays
- White wine - 18 bottles
- Red wine - 10 bottles
- Rosé - 8 bottles
- Prosecco - 12 bottles
- Ice cubes - 20 kilo
- Mini quiches - 250 pieces
- Vegetable wraps - 180 pieces
- Chicken wraps - 180 pieces
- Filled puff pastry bites - 250 pieces
- Olives - 3 kg
- Mixed nuts - 3 kilo
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Salt sticks - 8 bags
- Grapes - 8 kilos
- Apples - 100 pieces
- Bananas - 80 pieces
- Mixed sandwiches - 240 pieces
- Whole wheat rolls - 80 pieces
- Herb cream cheese - 5 kilos
- Young cheese - 6 kilo
- Back ham - 5 kilos
- Smoked chicken breast - 5 kilo
- Hummus - 5 kilos
- Grilled vegetables - 4 kilos
- Croquettes - 120 pieces
- Vegetable croquettes - 40 pieces
- Mixed salads - 12 kilos
- Pasta salad - 10 kilos
- Potato salad - 8 kilos
- Bread - 12 loaves
- Unsalted butter - 2 kilos
- Mayonnaise - 3 bottles
- Mustard - 3 bottles
- Ketchup - 3 bottles
- Vegan toppings - 4 kilos
- Gluten-free sandwich rolls - 30 pieces
- Vegan snacks - 80 pieces
- Gluten-free snacks - 50 pieces
- Lemons - 30 pieces
- Fresh mint - 10 bunches
- Peppermints - 300 pieces
- Paper napkins - 1000 pieces
- Coffee filters - 150 pieces
- Stirrers - 500 pieces
- Cocktail picks - 500 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Liquid hand soap - 6 bottles
- Dish soap - 3 bottles
- Cleaning spray - 4 bottles
- Disinfectant wipes - 6 packs
- Trash bags - 100 pieces

Tips

Plan one conference chair per registered attendee, plus 5–10 extra chairs for speakers, late arrivals and room changes. Count tables separately for registration, catering, exhibitors or materials, and the speaker area.
For a full conference day, allow at least 2–3 coffee servings per person in the morning and another 1–2 after lunch. Prepare enough cups, water glasses, plates and cutlery for the largest service period, not just the final guest count.
Bring the projector, screen, laptop, presentation clicker and the correct HDMI and adapter cables together in one labelled case. Test every presentation on the actual laptop before guests arrive and keep a spare adapter available.
Use at least two wireless microphones for a conference with audience questions: one for the speaker and one for the room. Pack microphone stands, speakers, power strips and extension cords, and tape down cables before registration opens.
Prepare one printed name badge and one printed attendee-list copy per registered participant, with extra blank badges for last-minute changes. Keep badges sorted alphabetically and place the registration tables, signage and clothing racks where arrivals can see them immediately.

Frequently asked questions

How many chairs do I need for an industry conference?: Start with one chair per registered attendee and add 5–10% extra. For 100 attendees, that means 105–110 chairs, with additional seating if speakers or staff need reserved places.
How much coffee should I buy for a conference?: Allow 2–3 cups per person during the first coffee service and 1–2 more later in the day. For 100 attendees, plan for roughly 300–500 cups in total, then adjust for the programme length and catering schedule.
What AV equipment is needed for an industry conference?: Bring a projector, projection screen, laptop, presentation clicker, HDMI cables, adapter cables and power strips. For presentations and audience questions, plan at least two wireless microphones, microphone stands and speakers.
When should I prepare conference badges and printed materials?: Print badges and the attendee list 1–2 days before the event, after names and dietary requirements have been checked. Keep blank badges and a working printer or pen available for changes on the day.

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