What you need for a Knowledge Conference

Use this shopping list to prepare the practical side of a Knowledge Conference, from registration and presentation equipment to catering and room setup. Plan quantities around your attendee count, speakers and number of rooms rather than buying one shared set for everything. The details people often leave too late are HDMI adapters, spare power, name-badge supplies and enough serving equipment. Check the venue’s existing inventory before shopping, especially for tables, chairs, microphones and projection equipment.

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What to bring

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

Furniture

Congress tablesqty 12
Chairsqty 120
Registration desk
Speaker table
Lectern
Bar stoolsqty 6
Coat racksqty 4

Equipment

Projectorqty 2
Projection screenqty 2
Laptopqty 2
HDMI cablesqty 4
HDMI adaptersqty 4
Wireless microphonesqty 4
Microphone standsqty 2
Speakersqty 2
Mixer
Extension cordsqty 8
Power stripsqty 8
Presentation clickersqty 3
Wi-Fi routersqty 2
Power banksqty 6

Tableware

Coffee cupsqty 120
Water glassesqty 120
Wine glassesqty 120
Platesqty 120
Cutlery setsqty 120
Serving spoonsqty 12
Coffee potsqty 6
Water jugsqty 12
Serving plattersqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 4
Food warmersqty 6
Cutting boardsqty 4
Chef's knivesqty 4
Serving traysqty 8
Ice packsqty 16

Decorations

Stage backdrop
Direction signsqty 12
Tableclothsqty 12
Name badge holdersqty 120
Plantsqty 8
Flagsqty 6

Cleaning

Waste binsqty 8
Broomqty 2
Dustpan and brushqty 2
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6
Toilet brushesqty 4

Office

Name badgesqty 120
Program bookletsqty 120
Notepadsqty 120
Ballpoint pensqty 120
Clipboardsqty 6
Tapeqty 4
Scissorsqty 4
Markersqty 12

Catering

Groceries
- Coffee beans - 3 kilo
- Tea bags - 250 pieces
- Herbal tea - 60 tea bags
- Sugar - 2 kilos
- Sweeteners - 200 pieces
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Coffee creamer - 4 packs
- Spa Blue - 12 crates
- Spa Rood - 4 crates
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Tonic - 4 bottles
- Bitter lemon - 4 bottles
- Apple juice - 8 liters
- Orange juice - 8 liters
- Alcohol-free beer - 6 crates
- Pilsner - 8 crates
- White wine - 24 bottles
- Red wine - 12 bottles
- Prosecco - 12 bottles
- Beer glasses - 120 pieces
- Yogurt - 8 kilos
- Muesli - 3 kilos
- Granola - 2 kilos
- Bananas - 8 kilos
- Apples - 8 kilos
- Grapes - 5 kilos
- Oranges - 6 kilos
- Croissants - 130 pieces
- Mini muffins - 130 pieces
- Whole wheat bread - 12 loaves
- White bread - 8 loaves
- Multigrain bread - 8 loaves
- Mini pistolets - 180 pieces
- Unsalted butter - 2 kilos
- Cream cheese - 2 kilo
- Young cheese - 4 kilos
- Aged cheese - 3 kilos
- Ham - 3 kilos
- Chicken breast - 3 kilo
- Smoked salmon - 2 kilos
- Hummus - 3 kilos
- Egg salad - 2 kilo
- Peanut butter - 2 jars
- Jam - 2 jars
- Cucumber - 4 kilos
- Tomatoes - 5 kilos
- Lettuce - 12 heads
- Bell peppers - 3 kilos
- Arugula - 1 kilo
- Olives - 2 kilos
- Herb cream cheese - 2 kilos
- Pasta salad - 12 kilos
- Green salad - 10 kilos
- Potato salad - 8 kilos
- Falafel - 4 kilos
- Grilled Vegetables - 6 kilos
- Chicken pieces - 8 kilos
- Wraps - 150 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Balsamic dressing - 3 bottles
- Olive oil - 2 bottles
- Salt - 1 kilo
- Pepper - 500 grams
- Paprika powder - 250 gram
- Garlic powder - 250 grams
- Paprika chips - 4 kilos
- Plain crisps - 4 kilos
- Salted nuts - 3 kilos
- Cheese crackers - 3 kilo
- Baguettes - 20 pieces
- Herb butter - 2 kilo
- Brownies - 150 pieces
- Cookies - 5 kilos
- Chocolate - 3 kilos
- Coffee filters - 300 pieces
- Napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 6 packs
- Sponges - 12 pieces
- Microfiber cloths - 24 pieces
- Hand soap - 8 bottles
- Hand sanitizer - 8 bottles
- Paper towels - 12 packs

Tips

Plan one registration setup for the entrance, including a desk, printed participant list, name badges and pens. Have at least 10% extra badges and lanyards for walk-ins, spelling corrections and late speaker changes.
For each presentation room, allow one laptop connection, one HDMI cable, the correct adapters and a presentation clicker. Test every combination at least 60 minutes before the first session, not when attendees are already arriving.
Count tableware by service, not just by guest. For 100 attendees, prepare at least 110 coffee cups, water glasses, plates and cutlery sets, then add separate wine glasses if wine is served.
Provide one water jug per discussion or speaker table and keep spare coffee pots and serving platters available. Catering delays are harder to solve once the first break has started, so stage these items before opening the rooms.
Check power and connectivity room by room two to three days before the conference. Bring extension cords, power strips, power banks and backup Wi-Fi routers; presentation files should also be copied to a USB drive before the event day.

Frequently asked questions

How many cups and glasses do I need for a Knowledge Conference?: Buy at least 10% more than your confirmed attendee count for coffee cups and water glasses. For 100 attendees, that means 110 of each, plus additional wine glasses if wine is part of the catering.
What AV equipment is needed for a Knowledge Conference?: Each presentation room needs a projector, projection screen, laptop connection, HDMI cable, compatible HDMI adapters and a presentation clicker. Test the full setup at least 60 minutes before the first session and keep a second adapter available.
How much spare conference material should I buy?: Plan 10% extra name badges, lanyards and printed registration materials. For 100 participants, prepare 110 sets so late registrations and replacements do not disrupt check-in.
When should I prepare the shopping and equipment for the conference?: Confirm venue inventory and equipment two to three days beforehand, then complete the shopping at least one day before the event. Put presentations on a USB drive and test microphones, speakers, screens and power connections before doors open.

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