What you need for an industry conference

An industry conference needs more than chairs and a projector. Plan for registration, presentations, catering, speaker support and the small technical items that can stop a session when they are missing. Use the attendee count and number of rooms to set quantities: provide one badge and program per attendee, one microphone for each active speaker, and enough charging and connection equipment for the presentation setup. Order printed materials and specialist AV equipment early, then bring a final backup kit to the venue.

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What to bring

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

Furniture

Chairsqty 110
Congress tablesqty 16
Registration tablesqty 2
Speaker table
High tablesqty 12
Changing room setup
Coat racksqty 4
Waste binsqty 8

Equipment

Presentation laptopqty 2
Projectorsqty 2
Projection screensqty 2
Wireless microphonesqty 4
Microphone standsqty 2
Speakersqty 4
Mixer
HDMI cablesqty 4
HDMI adaptersqty 4
Extension cordsqty 8
Power stripsqty 8
Clickerqty 2
Power banksqty 4

Tableware

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

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 4
Serving traysqty 8
Serving plattersqty 12
Food warmersqty 6
Cutting boardsqty 4
Chef's knivesqty 4
Kitchen tongsqty 8

Decorations

Tableclothsqty 20
Name badgesqty 120
Badge holdersqty 120
Lanyardsqty 120
Participant foldersqty 110
Notepadsqty 110
Ballpoint pensqty 120
Program flyersqty 120
Name cards for tablesqty 20
Information boardsqty 8
Directional signsqty 12

Lighting

LED floor lampsqty 6
String lightsqty 4

Cleaning

Microfiber clothsqty 20
Cleaning spongesqty 10
Trash bag holdersqty 8

Catering

Groceries
- Coffee beans - 4 kg
- Decaf coffee - 1 kg
- Black tea - 200 bags
- Green tea - 100 bags
- Herbal tea - 100 bags
- Sugar - 3 kg
- Sweeteners - 200 pieces
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lemon slices - 3 kg
- Still mineral water - 60 bottles
- Sparkling mineral water - 40 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Tonic - 6 bottles
- Apple juice - 8 liters
- Orange juice - 8 liters
- Beer - 120 bottles
- Alcohol-free beer - 60 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Alcohol-free wine - 6 bottles
- Bubbles - 6 bottles
- Ice cubes - 15 kg
- Coffee creamer cups - 300 pieces
- Stirrers - 300 pieces
- Paper napkins - 600 pieces
- Hummus - 3 kg
- Cream cheese - 2 kg
- Young cheese - 3 kg
- Aged cheese - 2 kg
- Cooked ham - 2 kg
- Chicken breast topping - 2 kg
- Smoked salmon - 1.5 kg
- Hummus vegetables - 4 kg
- Whole wheat bread - 12 loaves
- White rolls - 120 pieces
- Multigrain sandwiches - 80 pieces
- Gluten-free sandwiches - 12 pieces
- Unsalted butter - 1 kg
- Jam - 4 jars
- Peanut butter - 3 jars
- Herb butter - 1 kg
- Cherry tomatoes - 4 kg
- Cucumbers - 12 pieces
- Bell peppers - 20 pieces
- Mixed lettuce - 6 kg
- Carrots - 4 kg
- Grapes - 6 kg
- Apples - 100 pieces
- Bananas - 80 pieces
- Mandarins - 80 pieces
- Lemons - 20 pieces
- Yogurt - 8 kg
- Muesli - 3 kg
- Honey - 2 jars
- Mixed nuts - 2 kg
- Allergen-free nut mix - 1 kg
- Vegetable soup - 12 liters
- Tomato soup - 10 liters
- Vegetable stock - 2 kg
- Bread croutons - 2 kg
- Pasta - 12 kg
- Basmati rice - 8 kg
- Tomato sauce - 12 liters
- Pesto - 3 kg
- Mixed vegetables - 15 kg
- Grilled chicken - 12 kg
- Vegetarian meatballs - 8 kg
- Vegan meatballs - 4 kg
- Parmesan cheese - 2 kg
- Arugula - 2 kg
- Balsamic vinegar - 2 liters
- Olive oil - 3 liters
- Salt - 1 kg
- Black pepper - 250 g
- Italian herbs - 250 g
- Garlic - 1 kg
- Chili flakes - 250 g
- Mayonnaise - 3 liters
- Ketchup - 3 liters
- Mustard - 2 liters
- Yogurt dressing - 4 liters
- Apple pie - 6 pies
- Vegan muffins - 40 pieces
- Gluten-free muffins - 20 pieces
- Chocolate mousse - 8 kg
- Whipping cream - 4 liters
- Coffee cakes - 120 pieces
- Paprika chips - 10 bags
- Plain chips - 10 bags
- Olives - 4 kg
- Mixed party nuts - 4 kg
- Toast - 12 packs
- Cheese dip - 3 kg
- Trash bags - 80 pcs
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Dish soap - 3 bottles
- Hand soap - 8 bottles
- Hand sanitizer - 8 bottles
- Cleaning wipes - 6 packs
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 4 rolls

Tips

Prepare one badge, printed program and participant folder per registered attendee, plus 5–10% extras for late registrations, damaged badges and speaker changes. Keep blank badges and a marker at the registration desk.
For coffee service, plan roughly 2 cups per person for the first break and 1 cup per person for each later break. Match coffee cups, water glasses, plates and cutlery to the catering format, with at least 10% extra for replacements.
Check every presentation on the actual presentation laptop at least 24 hours before the conference. Pack the required HDMI cables, adapters, clicker, extension cords and power strips in a labelled technical kit rather than leaving them in separate boxes.
Count microphones by session, not just by room: a panel with four speakers and one moderator needs five microphones unless speakers share them. Bring microphone stands and confirm that the mixer, speakers and projector work together before doors open.
Set up registration and signage before the first delegate arrives, allowing at least 60 minutes for tables, badges, programs and directional signs. Keep power banks, spare adapters, tape and pens at the desk; these are commonly needed after setup is finished.

Frequently asked questions

What should I buy for an industry conference?: Plan registration supplies, printed programs and badges, tableware, coffee equipment, water glasses, signage and AV equipment. For each attendee, allow one badge and program; for each presentation room, confirm a laptop, projector, screen, microphone, HDMI connection and power supply.
How many conference badges and folders do I need?: Prepare one badge and folder per confirmed attendee, then add 5–10% spare sets. If 200 people are registered, make 210–220 sets so late registrations and damaged badges do not create a shortage.
How much coffee and water do I need for a conference?: For the first coffee break, allow about 2 cups per person; for each later break, allow 1 cup per person. Provide at least 2 water glasses per attendee for a half-day program and add 10% extra tableware for replacements.
When should I order conference AV equipment and printed materials?: Reserve projectors, microphones, speakers, mixers and screens as soon as the program and rooms are confirmed, preferably at least 2–4 weeks before the event. Finalise badges, folders and printed programs after registration closes, then check the print delivery at least 3 days before the conference.

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