What you need for a knowledge session

A knowledge session needs more than chairs and a projector. Plan the items that keep registration, presentations, refreshments and room setup running without interruptions. This shopping list covers serving supplies, drinks and catering essentials, plus the equipment speakers need to present clearly. Check quantities against your attendance and room layout, then confirm technical compatibility before the event day.

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What to bring

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

Furniture

Chairsqty 60
Tablesqty 10
Tableclothqty 10
Clothing rack

Equipment

Projector
Projection screen
Laptop
Presentation clicker
HDMI cableqty 2
HDMI adapterqty 2
Speakersqty 2
Wireless microphonesqty 2
Microphone stand
Extension cordsqty 4
Power stripsqty 6
Cable traysqty 6
Flip chartsqty 4
Whiteboard
Wall clock

Tableware

Coffee cupsqty 60
Water glassesqty 60
Platesqty 60
Cutlery setsqty 60
Coffee potsqty 4
Water jugsqty 8
Serving plattersqty 8
Serving spoonsqty 8
Serving traysqty 6

Decorations

Name card holdersqty 60
Table number cardsqty 10
Route signsqty 8
Pensqty 60

Kitchen

Coffee machinesqty 2
Thermos flasksqty 4
Coolersqty 3
Cutting boardsqty 3
Bread knivesqty 3

Cleaning

Waste binsqty 6
Vacuum cleaner
Mop set

Catering

Groceries
- Coffee beans - 2 kilograms
- Tea bags - 100 pieces
- Whole milk - 8 liters
- Oat milk - 4 liters
- Sugar - 2 kilograms
- Mints - 1 box
- Still mineral water - 50 bottles
- Sparkling mineral water - 40 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Orange juice - 8 liters
- Apple juice - 6 liters
- White crusty rolls - 70 pieces
- Whole grain bake-off rolls - 40 pieces
- Butter - 1 kilogram
- Mild cheese - 3 kilograms
- Cooked ham - 2 kilograms
- Chicken breast slices - 2 kilograms
- Hummus - 2 kilograms
- Cream cheese - 1 kilogram
- Iceberg lettuce - 8 heads
- Tomatoes - 4 kilogram
- Cucumbers - 8 pieces
- Peppers - 3 kilograms
- Red onion - 1 kilogram
- Mayonnaise - 1 jar
- Mustard - 2 jars
- Ketchup - 2 bottles
- Vegetable soup - 12 liters
- Tomato soup - 8 liters
- Soup sticks - 6 packs
- Apples - 50 pieces
- Bananas - 40 pieces
- Grapes - 5 kilograms
- Mandarins - 50 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snack mix - 4 bags
- Wholegrain biscuits - 8 packs
- Butter cookies - 6 packs
- Dark chocolate bars - 20 pieces
- Vegetarian Sliced Toppings - 2 kilogram
- Gluten-free rolls - 10 pieces
- Vegan sandwiches - 10 pieces
- Napkins - 150 pieces
- Paper cups - 100 pieces
- Paper soup bowls - 70 pieces
- Garbage bags - 30 pieces
- Dish soap - 2 bottles
- Sponges - 6 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Disinfectant wipes - 4 packs

Tips

Plan one chair per registered participant, plus a small buffer of 5% if the venue allows it. Add enough tables for registration, refreshments and any materials participants will use.
Allow two to three drinks per person for the first hour, then one drink per person for each additional hour. Chill drinks in advance and keep water available in jugs or bottles throughout the session.
Prepare one name badge for every attendee, speaker and organiser, with at least 10% extra for late registrations or spelling corrections. Put spare badges and name card holders at the registration table.
Check the presentation setup at least 24 hours before the session: test the projector, screen, laptop, clicker, HDMI cable and any adapter together. Keep extension cords, power strips and cable trays available so walkways stay clear.
For a standing coffee or catering break, provide one cup, plate and cutlery set per person, plus at least 10% extra. Count serving platters, spoons and trays separately; these are often forgotten when catering is delivered in bulk.

Frequently asked questions

What do I need for a knowledge session?: Plan seating, tables, presentation equipment, name badges, printed programme materials, drinks and catering supplies. For a session of 50 people, start with 50 chairs, 50 badges and at least 55 sets of disposable or reusable serving items.
How many drinks do I need for a knowledge session?: Allow two to three drinks per person during the first hour and one additional drink per person for every hour after that. For 40 attendees over three hours, that means roughly 160 to 200 drinks, depending on the format and weather.
How early should I check the projector and presentation equipment?: Test the complete setup at least 24 hours before the session, not just each item separately. Check the laptop connection, HDMI adapter, sound, microphones and clicker again during room setup on the day.
How many name badges and catering items should I buy?: Prepare one name badge per expected participant, speaker and organiser, then add 10% spare badges. For cups, plates and cutlery, plan one set per person plus at least 10% extra for replacements and unexpected guests.

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