What to buy for an industry conference

An industry conference needs more than chairs, a projector and coffee. You’ll need practical supplies for registration, presentations, catering, wayfinding and speaker support, with quantities based on your attendee count and programme length. Plan drinks and tableware separately for arrival coffee, breaks and lunch, and keep spare cables and adapters on hand. This checklist helps you buy and bring the items that are most often forgotten until the venue opens.

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What to bring

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

Furniture

Chairsqty 140
Tablesqty 18
Registration tablesqty 2
Bar stoolsqty 12
High tablesqty 12
Tableclothsqty 18
Stage sectionsqty 4

Equipment

Projector
Projection screen
Presentation laptop
Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Mixer
Extension cordsqty 8
Power stripsqty 8
HDMI cablesqty 3
USB-C adaptersqty 3
Clickerqty 2
Laptop chargersqty 3

Tableware

Coffee cupsqty 140
Water glassesqty 180
Wine glassesqty 140
Platesqty 160
Cutlery setsqty 160
Serving spoonsqty 12
Coffee potsqty 8
Water jugsqty 12

Kitchen

Coolersqty 6
Thermos flasksqty 8
Cutting boardsqty 4
Chef's knifeqty 4
Serving plattersqty 16
Serving traysqty 8

Decorations

Congress bannersqty 3
Name badgesqty 140
Name badge holdersqty 140
Program leafletsqty 150
Notepadsqty 140
Ballpoint pensqty 160
Directional signsqty 12
Table décorqty 18

Lighting

LED spotlightsqty 6

Cleaning

Waste binsqty 8
Trash bag holdersqty 8
Cleaning clothsqty 12
Dish brushesqty 4
Washing-up bowlsqty 4
Hand soap dispensersqty 6

Catering

Groceries
- Coffee beans - 4 kilos
- Tea bags - 250 pieces
- Herbal tea - 80 bags
- Semi-skimmed milk - 20 liters
- Oat milk - 8 liters
- Coffee creamers - 300 pieces
- Granulated sugar - 3 kilos
- Sweetener - 300 pieces
- Lemons - 3 kilos
- Still mineral water - 100 bottles
- Sparkling mineral water - 80 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Apple juice - 12 cartons
- Orange juice - 12 cartons
- Tonic - 12 bottles
- Beer - 180 bottles
- Alcohol-free beer - 60 bottles
- Dry white wine - 24 bottles
- Dry red wine - 12 bottles
- Alcohol-free wine - 8 bottles
- Sparkling wine - 8 bottles
- Ice cubes - 20 kilo
- Unsalted butter - 2 kilos
- Mini croissants - 180 pcs
- Mini chocolate croissants - 120 pieces
- Whole wheat bread - 12 loaves
- White rolls - 160 pieces
- Multigrain rolls - 160 pieces
- Young cheese - 4 kilos
- Brie - 2 kilos
- Cream cheese - 2 kilo
- Hummus - 3 kilos
- Turkey breast - 3 kilos
- Smoked chicken breast - 3 kilos
- Tomatoes - 5 kilos
- Cucumbers - 4 kilos
- Lettuce - 10 heads
- Bell peppers - 3 kilos
- Olives - 2 kilos
- Grapes - 6 kilos
- Apples - 8 kilos
- Bananas - 6 kilos
- Yogurt - 12 kilo
- Muesli - 4 kilos
- Mixed nuts - 3 kilo
- Raisins - 2 kilos
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Salt sticks - 8 bags
- Bar snacks - 6 kilos
- Mixed bar snacks - 10 kilos
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Balsamic vinegar - 2 bottles
- Olive oil - 2 bottles
- Salt - 1 kilo
- Black pepper - 250 grams
- Italian herbs - 3 jars
- Napkins - 600 pieces
- Coffee filters - 250 pieces
- Stirrers - 500 pieces
- Paper cups - 300 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 40 pieces
- Dish soap - 4 bottles
- Dishwasher tablets - 60 pieces
- Hand soap - 6 bottles
- Disinfectant spray - 4 bottles

Tips

Plan one registration place for every 75–100 attendees, plus printed name badges, a participant list and pens. Put spare badges and blank inserts at the desk for late registrations or spelling corrections.
For a full conference day, allow roughly 2–3 coffee servings and 1–1.5 litres of water per person, then add drinks for speakers and crew. Chill drinks before doors open and keep backup water in jugs or thermos flasks.
Bring at least one spare HDMI cable, USB-C adapter and laptop charger for every presentation room, plus extension cords and power strips. Test the presentation laptop, clicker and microphones before the first speaker arrives.
Order tableware for the largest meal service rather than the average room occupancy: one plate, cutlery set and water glass per guest, with 10% extra. Add coffee cups, wine glasses and serving spoons if those services are part of the programme.
Prepare route signs, printed programmes and welcome packs at least one day before the event. Pack them by location—entrance, registration desk, rooms and catering area—so volunteers can place them without opening every box.

Frequently asked questions

How much water and coffee do I need for an industry conference?: For a full-day conference, budget 1–1.5 litres of water and about 2–3 coffee servings per attendee. Add 10% extra, especially when the venue is warm or the programme includes long networking breaks.
How many spare conference supplies should I buy?: Use a 10% buffer for badges, plates, cutlery, cups and glasses. For technical items, bring at least one spare HDMI cable, USB-C adapter and charger per presentation room.
What AV equipment do I need for an industry conference?: Each presentation room needs a projector, projection screen, presentation laptop, clicker, microphones and speakers matched to the room. Check all connections at least 2 hours before registration opens and keep extension cords and power strips available.
When should I prepare conference badges and welcome packs?: Print the participant list, name badges and programme at least 1 day before the conference. Pack welcome materials and signage by area the evening before, leaving only placement and a final count for the event morning.

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