What you need for a Jubilee symposium

A Jubilee symposium needs more than chairs and presentation slides. You will need separate setups for registration, speakers, catering and technical support, plus enough tableware for the meal and refreshments. This shopping list covers the practical items to bring or buy, from water glasses and serving platters to HDMI cables and power strips. Check quantities against your final guest count, then add a small reserve for breakage, late arrivals and equipment that fails on the day.

Organize this event for free with Lizzt

What to bring

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

Furniture

Chairsqty 90
Foldable tablesqty 12
Registration desk
Buffet tablesqty 4
Stage table
Lectern
Stoolsqty 4

Tableware

Dinner platesqty 90
Dessert platesqty 90
Coffee cupsqty 90
Water glassesqty 100
Wine glassesqty 100
Coffee spoonsqty 100
Dinner knivesqty 100
Dinner forksqty 100
Serving spoonsqty 16
Serving plattersqty 16

Equipment

Projector
Projection screen
Laptop
Wireless microphonesqty 2
Microphone stand
Sound speakerqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
HDMI cablesqty 3
USB-C adaptersqty 3
Power banksqty 3
Presentation clicker
Timer for timekeeping

Decorations

Anniversary bannerqty 2
Flower arrangementsqty 6
Tableclothsqty 12
Chair coversqty 20
Name badgesqty 100
Name badge holdersqty 100
Directional signsqty 10
Table number cardsqty 12
LED candlesqty 24
Photo backdrop

Lighting

LED light stringsqty 4
Standing lampsqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Hot drink urnsqty 6
Food warmersqty 6
Coolersqty 4
Serving traysqty 12
Cutting boardsqty 4
Chef's knifeqty 2
Small bowlsqty 16
Tongsqty 12
Corkscrewqty 2
Bottle openersqty 3
Thermos flasksqty 6

Cleaning

Dishpanqty 2
Dish brushesqty 3
Cleaning bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2
Trash binsqty 6
Waste binsqty 4
Microfiber clothsqty 12
Toilet brushesqty 2

Catering

Groceries
- Coffee beans - 2 kilos
- Decaf coffee - 500 grams
- Black tea - 100 tea bags
- Herbal tea - 60 tea bags
- Fresh mint - 4 bunches
- Sugar - 2 kilos
- Sweeteners - 200 pieces
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lemons - 12 pieces
- Spa Blauw - 60 bottles
- Spa Rood - 30 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Ginger ale - 6 bottles
- Apple juice - 8 liters
- Orange juice - 8 liters
- Non-alcoholic beer - 24 bottles
- Pilsener - 48 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 6 bottles
- Prosecco - 10 bottles
- Ice cubes - 10 kilos
- Baguettes - 20 pieces
- Mini rolls - 120 pieces
- Butter - 1 kilo
- Cream cheese - 2 kilo
- Young cheese - 3 kilos
- Brie - 2 kilos
- Smoked salmon - 1.5 kilos
- Hummus - 2 kilos
- Pesto - 4 jars
- Cucumbers - 8 pieces
- Cherry tomatoes - 3 kilos
- Bell peppers - 12 pieces
- Arugula - 1 kilo
- Mixed salad - 2 kilos
- Grapes - 4 kilos
- Apples - 40 pieces
- Pears - 30 pieces
- Bananas - 30 pieces
- Strawberries - 3 kilos
- Melons - 4 pieces
- Mixed nuts - 2 kilos
- Walnuts - 1 kilo
- Raisins - 1 kilo
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Olives - 2 kilos
- Sun-dried tomatoes - 1 kilo
- Mini quiches - 100 pieces
- Vegetable frittata - 6 trays
- Chicken skewers - 100 pieces
- Falafel balls - 100 pieces
- Pasta - 6 kilos
- Rice - 5 kilo
- Chicken breast - 8 kilos
- Chickpeas - 12 cans
- Grilled vegetables - 8 kilos
- Pasta sauce - 8 liters
- Green pesto - 6 jars
- Parmesan cheese - 2 kilos
- Mixed salad - 8 kilos
- Sandwiches for dinner - 100 pieces
- Garlic sauce - 3 liters
- Mayonnaise - 2 liter
- Ketchup - 2 liters
- Mustard - 1 liter
- Olive oil - 2 liters
- Balsamic vinegar - 1 liter
- Salt - 500 grams
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Italian herbs - 250 grams
- Garlic - 10 bulbs
- Lemon juice - 1 liter
- Vegetarian broth - 2 liters
- Chocolate cake - 4 cakes
- Apple pie - 4 pies
- Vegan cake - 2 cakes
- Whipped cream - 3 liters
- Vanilla ice cream - 6 liters
- Amaretto biscuits - 6 bags
- Coffee spoons - 100 pieces
- Paper napkins - 400 pieces
- Paper towels - 12 rolls
- Toilet paper - 36 rolls
- Hand soap - 6 dispensers
- Dish soap - 3 bottles
- Dishwasher tablets - 100 pieces
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 6 packs
- Garbage bags - 100 pieces
- Aluminum foil - 3 rolls
- Cling film - 3 rolls
- Baking paper - 2 rolls
- Diet meals - 10 portions

Tips

Plan one chair per confirmed attendee, plus a few spare chairs if the room allows. Count separate seating for speakers and check that the podium table, lectern and stools fit without blocking walkways.
For a seated meal, match dinner plates, dessert plates, knives and forks to the guest count, then add roughly 10% extra. Include serving platters and serving spoons; these are often missed when catering arrives in separate containers.
Prepare one registration table with the visitor list, name badges and pens before the doors open. Keep the printed programme and route maps beside it so guests do not queue again for basic information.
Pack the projector, screen, laptop, clicker and HDMI cables together, but also bring USB-C adapters, extension cables and power strips. Test every presentation on the actual laptop before the symposium starts.
Chill drinks before the event rather than during setup. Set out water glasses at the start and keep extra glasses, coffee cups and teaspoons near the catering area so replenishing the break does not interrupt the programme.

Frequently asked questions

How many chairs do I need for a Jubilee symposium?: Provide one chair for every confirmed attendee, speaker and organiser who will sit in the room. Add 5–10% spare capacity where possible, so a group of 100 people needs at least 105 to 110 chairs.
How much tableware should I buy for a symposium?: For each guest, plan one dinner plate, one dessert plate, one dinner knife and one dinner fork, plus a water glass and coffee cup if both are served. Buy or borrow about 10% extra, so 100 guests means roughly 110 of each frequently used item.
What presentation equipment is needed for a symposium?: The basic setup is a projector, projection screen, laptop, presentation clicker, microphones, speaker, mixer and the correct HDMI or USB-C connections. Have at least two extension cables, two power strips and spare adapters available for a full-day programme.
When should I prepare the symposium shopping list?: Finalise quantities at least 7 days before the symposium, once registrations, dietary requirements and the programme are clear. Test the technical equipment and check printed materials no later than the day before the event.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.