What you need for a Knowledge Festival

A Knowledge Festival needs more than coffee and a projector. You need a clear registration point, reliable presentation equipment, enough seating and tables, and catering that can be served without delays between sessions. Plan drinks, cups, plates and cutlery for every participant, plus extra serving equipment for buffet items. Check dietary requirements before shopping, and test every cable, adapter, microphone and presentation device before the venue opens.

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What to bring

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

Furniture

Tablesqty 18
Chairsqty 180
Registration desk
Buffet tablesqty 6
High tablesqty 12
Speaker chairsqty 6

Equipment

Laptopsqty 3
Screensqty 3
Projectorsqty 3
Projection screensqty 3
HDMI cablesqty 6
HDMI adaptersqty 6
Extension cordsqty 8
Power stripsqty 8
Wireless microphonesqty 4
Microphone standsqty 2
Speakersqty 4
Mixer
Clickersqty 3
Power banksqty 4

Tableware

Reusable drinking glassesqty 220
Coffee cupsqty 180
Platesqty 220
Cutlery setsqty 220
Coffee potsqty 8
Teapotsqty 4
Serving plattersqty 18
Serving tongsqty 12
Water jugsqty 12

Kitchen

Coolersqty 6
Thermos flasksqty 8
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Measuring cupsqty 3
Storage binsqty 20
Aluminum foilqty 4
Cling filmqty 4

Decorations

Name badgesqty 200
Badge holdersqty 200
Tableclothsqty 24
Program leafletsqty 200
Directional signsqty 20
Speaker name badgesqty 8
Markersqty 12
Pensqty 220
Notepadsqty 200
Flipchart padsqty 6
Tapeqty 8
Ropeqty 2

Cleaning

Waste binsqty 12
Trash bag holdersqty 8
Cleaning bucketsqty 4
Mopsqty 4
Broom setsqty 3
Cleaning cartsqty 2

Catering

Groceries
- Coffee - 6 packs
- Decaffeinated coffee - 2 packs
- Black tea - 4 boxes
- Herbal tea - 3 boxes
- Milk - 12 liters
- Oat milk - 6 liters
- Semi-skimmed coffee milk - 4 bottles
- Sugar - 3 kilograms
- Sweeteners - 3 boxes
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Tonic - 6 bottles
- Bitter lemon - 6 bottles
- Sparkling mineral water - 36 bottles
- Still mineral water - 36 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Ice cubes - 20 kilograms
- Lemons - 3 kilogram
- Limes - 2 kilograms
- Cucumbers - 12 pieces
- Cherry tomatoes - 4 kilograms
- Carrots - 3 kilogram
- Peppers - 3 kilograms
- Celery - 2 kilograms
- Grapes - 5 kilograms
- Apples - 5 kilograms
- Bananas - 4 kilogram
- Mandarins - 4 kilogram
- Wholemeal Bread - 16 loaves
- White rolls - 180 pieces
- Wholemeal rolls - 120 pieces
- Mini wraps - 120 pieces
- Unsalted butter - 2 kilograms
- Hummus - 5 kilogram
- Cream cheese - 4 kilograms
- Young cheese - 5 kilogram
- Aged cheese - 3 kilograms
- Brie - 2 kilograms
- Chicken breast slices - 4 kilograms
- Cooked ham - 3 kilograms
- Smoked chicken - 3 kilograms
- Avocados - 30 pieces
- Arugula - 2 kilogram
- Lettuce - 12 heads
- Pesto - 3 jars
- Mayonnaise - 2 liter
- Mustard - 2 liters
- Ketchup - 2 liters
- Olive oil - 2 liters
- Balsamic vinegar - 1 liter
- Salt - 1 kilogram
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Garlic powder - 150 gram
- Italian herbs - 150 grams
- Falafel - 5 kilogram
- Chicken breast - 6 kilograms
- Pasta - 8 kilograms
- Pesto sauce - 4 kilograms
- Pasta salad vegetables - 8 kilograms
- Feta - 3 kilograms
- Olives - 2 kilograms
- Baguettes - 20 pieces
- Soup - 25 liters
- Croutons - 2 kilograms
- Yogurt - 8 kilograms
- Granola - 4 kilogram
- Honey - 2 kilograms
- Paprika chips - 10 bags
- Plain chips - 10 bags
- Mixed nuts - 4 kilograms
- Rice cakes - 8 packs
- Cookies - 10 packs
- Brownies - 180 pieces
- Vegan brownies - 40 pieces
- Gluten-free rolls - 20 pieces
- Gluten-free cookies - 4 packs
- Vegan toppings - 3 kilograms
- Napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Liquid hand soap - 8 bottles
- Trash bags - 100 pieces
- Dish soap - 4 bottles
- Cleaning wipes - 8 packs
- All-purpose cleaner - 4 bottles
- Toilet cleaner - 4 bottles

Tips

Plan two to three drinks per person for the first hour, then about one drink per person for each additional hour. Include water as well as other drinks, and chill them before participants arrive.
Buy or bring tableware for the full registered group plus at least 10% extra. Cups, plates, cutlery, serving platters, tongs and water jugs are easy to overlook when the catering itself has already been ordered.
Prepare one complete presentation setup for each room: laptop, screen or projector, HDMI cable, the correct adapter, extension cord and power strip. Pack one spare HDMI cable and adapter rather than discovering a compatibility problem at check-in.
Set aside enough furniture for three separate functions: a registration desk, buffet tables and the session rooms. High tables, speaker chairs and clearly marked tables should be ready before doors open, not during the first presentation.
Keep a small technical reserve at the registration area, including power banks and spare cables. Test wireless microphones, microphone stands, speakers, mixer and clickers in every room at least 60 minutes before the first session.

Frequently asked questions

How many drinks do I need for a Knowledge Festival?: Plan two to three drinks per person for the first hour, followed by about one drink per person for each additional hour. Add at least 10% extra if the programme runs longer than planned or includes outdoor breaks.
How much tableware should I buy for a Knowledge Festival?: Provide one cup, plate and cutlery set per expected participant for each serving round, plus 10% extra. For coffee and tea, allow one coffee cup per person per serving and keep additional cups available for speakers and staff.
When should I test the Knowledge Festival AV equipment?: Test every laptop, projector, screen, HDMI cable, adapter, microphone and clicker at least 60 minutes before doors open. If several rooms run at once, test each room separately rather than checking only the main hall.
What should I buy for Knowledge Festival catering?: Buy drinks, snacks and serving supplies based on the confirmed registration count and dietary requirements. Finish the shopping at least one day before the festival so drinks can be chilled and catering can be portioned before the venue opens.

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