What you need for an Innovation Summit

An Innovation Summit needs more than presentation slides and a registration desk. Plan supplies for speaker presentations, attendee check-in, refreshments, catering service and technical backup. The final quantities depend on your confirmed registration list, but ordering tableware and drinks only after registrations close leaves little room for changes. Check dietary requirements before sending the catering order, and test every cable, microphone and presentation connection during the technical rehearsal.

The full checklist for this plan is being updated. The tips and answers below still apply.

Tips

Base food, drinks and tableware on the confirmed attendee count, then add roughly 10% spare capacity for late confirmations, staff and speakers. Keep the dietary list with the catering contact rather than relying on verbal updates.
Prepare the reception desk with printed name badges, program leaflets, pens and the final participant list at least one working day before arrival. Sort badges alphabetically so check-in does not become a queue.
Allow one working HDMI cable, power strip and extension cord for each presentation setup, plus at least one complete spare connection. Test the projector, screen, laptop, clicker and Wi-Fi hotspot together during the technical rehearsal.
For a full-day summit, plan at least one water glass per attendee for each service point and enough coffee cups, plates and cutlery for the busiest break. Put serving platters and tongs at every buffet point so guests do not share utensils across dishes.
Order or collect drinks and catering supplies early enough to confirm delivery, refrigeration and setup times. Coffee machines, kettles and thermos flasks are easy to overlook when the caterer supplies food but not the room equipment.

Frequently asked questions

What should I buy for an Innovation Summit?: Plan supplies for four areas: check-in, presentations, catering and attendee seating. That usually means name badges and leaflets, a projector and screen, laptop connections, microphones, power equipment, drinks, food-service tableware and coffee equipment.
How many glasses and cups do I need for an Innovation Summit?: Use the confirmed attendee count as the minimum and add about 10% spare capacity. For a full-day event, plan at least one water glass per attendee per service point, with separate coffee cups and wine glasses if both are served.
When should I order Innovation Summit catering?: Confirm the catering order after registrations and dietary requirements are reviewed, ideally several working days before the summit. Send the final dietary list to the caterer as soon as the registration deadline closes.
What AV equipment is needed for an Innovation Summit?: Prepare a projector, projection screen, presentation laptop, HDMI cables, clicker, wireless microphones, stands, speakers, mixer and power equipment. Test the full setup during a technical rehearsal before the event, with at least one spare connection available.