What You Need for an Industry Conference

An industry conference needs more than chairs and a projector. You will need registration supplies, presentation equipment, tableware, catering items and reliable power connections for a full day of sessions. Plan seating for every registered attendee, plus a small buffer, and check every laptop connection before speakers arrive. The shopping list below covers the physical items needed to set up the registration desk, conference room, stage, coffee station and meal service.

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What to bring

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

Furniture

Chairsqty 120
Rectangular tablesqty 18
Bistro tablesqty 12
Registration deskqty 2
Lectern
Table linenqty 24

Equipment

Projector
Projection screen
Laptopqty 2
HDMI cablesqty 3
HDMI adaptersqty 4
Wireless microphonesqty 3
Microphone standsqty 2
Mixer
Speakersqty 2
Extension cordsqty 6
Power stripsqty 8
Presentation clickerqty 2
Flip chartsqty 4
Flipchart markersqty 20
Laser pointerqty 2
Power banksqty 4

Tableware

Dinner platesqty 120
Dessert platesqty 120
Coffee cupsqty 120
Water glassesqty 150
Wine glassesqty 120
Coffee spoonsqty 120
Dinner cutlery setsqty 120
Serving plattersqty 20
Serving spoonsqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 4
Ice containersqty 3
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving tongsqty 10
Serving spoonsqty 8
Measuring cupsqty 3
Aluminum foilqty 2

Decorations

Name badge holdersqty 120
Name badgesqty 130
Program leafletsqty 120
Pensqty 130
Notepadsqty 120
Directional signsqty 12
Table number cardsqty 24
Flower arrangementsqty 12
Lanyardsqty 130

Lighting

Atmosphere lightsqty 10
LED candlesqty 24

Cleaning

Waste binsqty 8
Broom and dustpanqty 2
Mop setsqty 2
Bucketsqty 3

Catering

Groceries
- Coffee beans - 3 kilograms
- Decaf coffee - 500 grams
- Black tea - 200 bags
- Herbal tea - 100 bags
- Sugar - 2 kilograms
- Sweeteners - 200 pieces
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lemons - 12 pieces
- Still mineral water - 60 liters
- Sparkling mineral water - 36 liters
- Cola - 18 liters
- Cola Zero - 18 liters
- Orange Soda - 12 liter
- Ginger ale - 6 liters
- Apple juice - 12 liters
- Orange juice - 12 liters
- Alcohol-free beer - 48 bottles
- Pilsener - 144 bottles
- White wine - 18 bottles
- Red wine - 12 bottles
- Rosé - 6 bottles
- Prosecco - 12 bottles
- Ice cubes - 20 kilograms
- Mini croissants - 150 pieces
- Mini chocolate croissants - 120 pieces
- Whole wheat bread - 12 loaves
- White mini bread rolls - 120 pieces
- Multigrain mini rolls - 120 pieces
- Unsalted butter - 2 kilograms
- Plain cream cheese - 2 kilogram
- Mild cheese - 3 kilograms
- Brie - 2 kilograms
- Smoked chicken breast - 2 kilograms
- Cooked ham - 2 kilograms
- Hummus - 2 kilograms
- Avocado spread - 1 kilogram
- Cucumbers - 12 pieces
- Tomatoes - 3 kilograms
- Arugula - 1 kilogram
- Mixed salad - 3 kilograms
- Cherry tomatoes - 2 kilograms
- Peppers - 3 kilograms
- Red onions - 1 kilogram
- Olives - 2 kilograms
- Feta - 2 kilograms
- Parmesan cheese - 1 kilogram
- Pasta - 8 kilograms
- Pesto - 2 kilograms
- Pasta tomato sauce - 6 liters
- Chicken breast - 12 kilograms
- Vegetarian burgers - 40 pieces
- Ground beef - 8 kilograms
- Potatoes - 15 kilogram
- Rice - 8 kilograms
- Broccoli - 8 kilograms
- Carrots - 6 kilograms
- Green beans - 6 kilograms
- Mushrooms - 4 kilogram
- Coconut milk - 6 liter
- Vegetable broth - 2 liters
- Olive oil - 3 liters
- Sunflower oil - 2 liters
- Salt - 1 kilogram
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Curry powder - 250 grams
- Italian herbs - 250 grams
- Garlic - 500 grams
- Mayonnaise - 3 liters
- Ketchup - 3 liters
- Mustard - 2 liters
- Yogurt dressing - 3 liters
- Balsamic dressing - 2 liters
- Fresh fruit - 15 kilograms
- Apples - 120 pieces
- Bananas - 80 pieces
- Grapes - 8 kilograms
- Yogurt - 12 liters
- Muesli - 4 kilograms
- Mixed nuts - 3 kilogram
- Raisins - 2 kilograms
- Paprika chips - 3 kilograms
- Plain chips - 3 kilograms
- Mixed bar snacks - 3 kilograms
- Salted sticks - 2 kilogram
- Olives for drinks - 2 kilogram
- Bitterballen - 300 pieces
- Vegetarian bitterballen - 100 pieces
- Mini spring rolls - 200 pieces
- Mini quiches - 150 pieces
- Brownies - 120 pieces
- Mini muffins - 120 pieces
- Lemon cake - 6 pieces
- Napkins - 600 pieces
- Paper coffee filters - 150 pieces
- Stirrers - 300 pieces
- Cocktail sticks - 300 pieces
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Aluminum trays - 100 pieces
- Diet meals - 12 pieces
- Vegan meals - 15 pieces
- Gluten-free sandwiches - 12 pieces
- Gluten-free desserts - 12 pieces
- Trash bags - 40 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Cleaning sponges - 12 pieces
- Microfiber cloths - 20 pieces
- Rubber gloves - 6 pairs

Tips

Plan one chair per registered attendee and keep 5–10% extra if the venue allows it. The same count should guide your table, coffee cup and water glass order.
Bring at least one HDMI cable and one HDMI adapter for every presentation laptop connection you expect to use, plus one spare of each. Connector problems are common when speakers arrive with different devices.
For a full-day conference, prepare two water glasses per person and enough coffee cups for the morning and afternoon service. Add extra coffee spoons because they are easy to run out of during repeated breaks.
Use one wireless microphone for the speaker and a second for questions or a moderator. Test both through the mixer and speakers before registration opens, not when the first session starts.
Set aside a dedicated power strip and extension cord for the registration desk, projector, laptop and coffee station. Charge power banks the night before and keep the presentation clicker and laser pointer with the session materials.

Frequently asked questions

What equipment do I need for an industry conference?: For a standard conference setup, plan a projector, projection screen, laptop, HDMI cables and adapters, wireless microphones, microphone stands, mixer, speakers, extension cords and power strips. Keep one spare HDMI cable and adapter available for last-minute laptop changes.
How many chairs and tables do I need for an industry conference?: Provide one chair per registered attendee and add 5–10% spare seating where possible. Choose tables based on the room layout, allowing space for the registration desk, stage area, coffee station and catering service.
How much tableware should I buy for a conference?: For a full-day event, plan at least two coffee cups, two water glasses and two coffee spoons per person. For a meal, provide one dinner plate, one dessert plate and one dinner cutlery set per attendee, with 10% extra for replacements.
When should I prepare conference equipment and materials?: Collect printed programs, name badges, presentations and AV equipment at least one day before the conference. Complete the projector, sound system, laptop and presentation test before the registration desk opens on the event day.

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