What you need for a knowledge session

A knowledge session needs more than chairs and a projector. You will need a clear setup for registration, presentations, coffee and tea, catering, and speaker support. Use the quantities below as a starting point: plan one seat, one name badge and one place setting per attendee, then add a small buffer. Check dietary requirements before ordering food, and test every cable, adapter and microphone before guests arrive.

Organize this event for free with Lizzt

What to bring

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

Furniture

Tablesqty 10
Chairsqty 60
Stage table
Buffet tablesqty 3
Registration desk
Waste binsqty 4

Equipment

Laptopqty 2
Projector
Projection screen
HDMI cablesqty 3
HDMI adaptersqty 3
Wireless microphonesqty 2
Speakersqty 2
Power stripsqty 5
Extension cordsqty 5
Presentation clickerqty 2
Flip chartqty 2
Fanqty 2

Tableware

Coffee cupsqty 60
Water glassesqty 60
Wine glassesqty 60
Platesqty 70
Cutlery setsqty 70
Serving plattersqty 12
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Ice cube traysqty 4

Materials

Name badgesqty 60
Lanyardsqty 60
Pensqty 70
Notepadsqty 60
Program leafletsqty 60
Flip chart paperqty 2
Markersqty 12
Paper tapeqty 4

Decorations

Table runnersqty 10
Flower arrangementsqty 6
Directional signsqty 8

Lighting

LED lampsqty 6

Cleaning

Hand soap dispensersqty 4
Cleaning clothsqty 12
Dishpanqty 2
Broomqty 2
Dustpan and brushqty 2

Catering

Groceries
- Coffee beans - 2 kilograms
- Tea bags - 100 pieces
- Sugar - 2 kilograms
- Sweetener - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Lemon - 12 pieces
- Still mineral water - 36 bottles
- Sparkling mineral water - 24 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Orange juice - 8 liters
- Apple juice - 6 liters
- Non-alcoholic beer - 30 bottles
- Pilsener - 48 bottles
- White wine - 8 bottles
- Red wine - 6 bottles
- Prosecco - 4 bottles
- Baguettes - 12 pieces
- Whole grain bread - 8 loaves
- Wraps - 60 pieces
- Mild cheese - 3 kilograms
- Brie - 2 kilograms
- Hummus - 2 kilograms
- Smoked chicken breast - 2 kilograms
- Savory vegetable tart - 6 pieces
- Mixed salad - 5 kilogram
- Cherry tomatoes - 2 kilograms
- Cucumber - 8 pieces
- Bell peppers - 12
- Grapes - 4 kilograms
- Apples - 60 pieces
- Bananas - 50 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Salted nuts - 3 kilogram
- Olives - 2 kilograms
- Herb butter - 1 kilogram
- Mayonnaise - 2 bottles
- Mustard - 2 bottles
- Ketchup - 2 bottles
- Olive oil - 2 bottles
- Balsamic vinegar - 1 bottle
- Salt - 1 pack
- Pepper - 1 jar
- Napkins - 250 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Hand sanitizer - 4 bottles
- Aluminum foil - 2 rolls
- Cling film - 2 rolls

Tips

Plan one chair, one name badge and one printed participant list entry per attendee, plus 5–10% spare name badges for last-minute changes.
For the first hour, allow two to three drinks per person; keep water available throughout the session and chill drinks in advance rather than relying on ice at the last minute.
Allow one coffee or tea cup per guest per serving round, plus at least 10% extra. Prepare enough serving platters, plates, cutlery and serving spoons for the full catering period.
Bring the laptop, projector, screen, HDMI cables, adapters, clicker, microphones, speakers, power strips and extension cords together. Test the complete presentation setup at least 60 minutes before the first speaker.
Reserve separate tables for registration, speakers, buffet and coffee or tea. Set out waste bins before catering arrives, and keep spare cables, adapters and a fan available in the room.

Frequently asked questions

What do I need for a knowledge session?: Plan furniture for seating, registration, the buffet and the speaking area. You also need a laptop, projector, screen, HDMI cables and adapters, microphones, speakers, power supplies, tableware, coffee equipment, drinks and catering supplies.
How many chairs and tables do I need for a knowledge session?: Provide one chair per registered attendee, plus 5–10% spare if the room allows it. Allow separate tables for registration, the stage or speaker area, the buffet, and the coffee and tea station.
How much coffee and tea should I buy for a knowledge session?: Plan at least two hot drinks per person for a half-day session and three or more for a full-day session. Add 10% extra cups, coffee or tea, milk, sugar and hot-water capacity to cover late arrivals and repeat servings.
When should I check the equipment for a knowledge session?: Complete the full equipment check at least 60 minutes before registration opens. Test the laptop, presentation files, projector, screen, every HDMI adapter, the clicker, microphones and speakers in the actual room.

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.