What to Buy for a Keynote Event

A keynote event needs more than chairs and a projector. You also need a clear registration point, reliable presentation connections, drinks, serving items and enough tableware for the audience. This shopping list helps you check what must be bought, borrowed or booked before the event day. Use your registration count to calculate catering and print materials, then add a small buffer so late registrations do not leave anyone without a name badge or a drink.

Organize this event for free with Lizzt

What to bring

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

Furniture

Chairsqty 60
Tablesqty 8
Registration desk
Speaker table
Stoolsqty 3
Coat racksqty 2
Tableclothqty 8

Equipment

Projector
Projection screen
Laptop
Presentation clicker
Wireless microphonesqty 2
Microphone stand
Speakersqty 2
Mixer
HDMI adaptersqty 3
Extension cordsqty 5
Power stripsqty 4
Gaffer tapeqty 2

Lighting

LED spotlightsqty 4
Mood lightingqty 3

Tableware

Water glassesqty 70
Wine glassesqty 70
Coffee cupsqty 60
Dinner platesqty 60
Cutlery setsqty 60
Serving traysqty 10
Pitcherqty 4

Kitchen

Coffee makerqty 2
Kettleqty 2
Thermos flasksqty 4
Coolersqty 3
Ice cube traysqty 3
Storage binsqty 8

Decorations

Name badgesqty 60
Name badgesqty 60
Pensqty 20
Program leafletsqty 60
Welcome sign
Directional signsqty 6
Flower arrangementsqty 6

Cleaning

Waste binsqty 6
Trash bag holdersqty 6
Cleaning clothsqty 12
Dishpanqty 2
Soap dispenserqty 3

Catering

Groceries
- Coffee beans - 2 kilos
- Black tea - 3 boxes
- Herbal tea - 2 boxes
- Sugar - 1 kilo
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Still Water - 48 bottles
- Sparkling water - 48 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Ginger beer - 12 bottles
- Orange juice - 8 liters
- Apple juice - 6 liters
- Non-alcoholic beer - 24 bottles
- Pilsener - 48 bottles
- White wine - 8 bottles
- Red wine - 4 bottles
- Rosé - 4 bottles
- Olives - 2 kilos
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Salted nuts - 2 kilos
- Rice crackers - 4 packs
- Toast rounds - 8 packs
- Baguettes - 12 pieces
- Hummus - 2 kilos
- Cream cheese - 1,5 kilo
- Brie - 1.5 kilos
- Gouda - 1.5 kilos
- Grapes - 4 kilos
- Apples - 50 pieces
- Pears - 30 pieces
- Cherry tomatoes - 3 kilos
- Cucumbers - 8 pieces
- Carrots - 3 kilos
- Falafel - 3 kilos
- Chicken satay - 3 kilos
- Mustard - 2 jars
- Mayonnaise - 2 jars
- Chili sauce - 2 bottles
- Ketchup - 2 bottles
- Napkins - 500 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Garbage bags - 30 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Hand sanitizer - 3 bottles

Tips

Plan drinks by attendance: allow two to three drinks per person during the first hour, then one drink per person for each additional hour. Chill drinks several hours before guests arrive, not just when setup starts.
Prepare presentation backups before the speaker arrives. Keep the presentation on the event laptop and bring the correct HDMI adapters, an extension cord, power strips and gaffer tape for a secure cable route.
Buy or reserve tableware against the catering count, with about 10% extra. Coffee cups, water glasses, plates and cutlery are often forgotten when the caterer supplies only the food.
Set aside materials for registration before the doors open: printed name badges, the registration desk and a printed run sheet. Put these together in one box so check-in does not depend on finding supplies around the room.
Check the room layout against the equipment list at least one day ahead. Confirm space for the speaker table, microphone stand, projection screen, coat racks and lighting before tables and chairs are placed.

Frequently asked questions

How many drinks do I need for a keynote event?: Plan on two to three drinks per person for the first hour, followed by one drink per person for each additional hour. Add around 10% extra for late arrivals, spills and staff.
How much tableware should I buy for a keynote event?: Start with one plate, one cutlery set and one coffee cup per attendee, plus around 10% extra. For water glasses, plan on at least one per person and more if drinks are served throughout the program.
What presentation equipment should I bring to a keynote event?: Bring the presentation laptop, projector, projection screen, clicker, microphones, speakers, mixer, HDMI adapters, extension cords and power strips. Test every connection at least one day before the event and again when the room opens.
When should I prepare the keynote event shopping?: Buy non-perishable supplies and confirm borrowed or rented equipment at least one week before the event. Buy or collect chilled drinks and fresh snacks one day before, then set up tableware and registration materials before doors open.

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.