What to buy for a leadership conference

A leadership conference needs more than chairs and a projector. You also need a reliable registration setup, presentation backup, speaker support and enough serving equipment for coffee breaks and catering. Use this shopping list alongside your event plan to check what must be bought, rented or brought to the venue. Confirm quantities after registrations close, then leave time to chill drinks, test presentations and prepare the rooms before guests arrive.

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What to bring

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

Furniture

Chairsqty 110
Congress tablesqty 14
Registration desk
Speaker table
Bar stoolsqty 8
Coat racksqty 4

Equipment

Projector
Projection screen
Presentation laptop
Presentation clicker
Wireless microphonesqty 3
Microphone stand
Speakersqty 2
Mixer
Flip chartsqty 4
Extension cordsqty 8
Power stripsqty 8
HDMI adaptersqty 3
Spare batteriesqty 12

Tableware

Coffee cupsqty 120
Water glassesqty 120
Wine glassesqty 120
Platesqty 140
Cutlery setsqty 140
Serving plattersqty 16
Serving spoonsqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Ice containersqty 3
Cutting boardsqty 4
Chef's knifeqty 4
Serving traysqty 8
Food warmersqty 8
Pliersqty 8

Decorations

Table runnersqty 14
Flower arrangementsqty 8
Name badgesqty 120
Badge holdersqty 120
Route signsqty 8
Welcome banner
Pensqty 130
Notepadsqty 120
Program leafletsqty 120
Worksheetsqty 120
Table numbersqty 14

Cleaning

Waste binsqty 8
Trash bag holdersqty 8
Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Cleaning glovesqty 8

Catering

Groceries
- Coffee beans - 3 kilo
- Black tea - 4 boxes
- Herbal tea - 3 boxes
- Sugar sticks - 300 pieces
- Milk - 12 liters
- Oat milk - 6 liters
- Still water - 120 bottles
- Sparkling water - 60 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Orange soda - 12 bottles
- Bitter lemon - 12 bottles
- Apple juice - 12 liters
- Orange juice - 12 liters
- Alcohol-free beer - 48 bottles
- Pilsner - 120 bottles
- White wine - 18 bottles
- Red wine - 12 bottles
- Rosé - 8 bottles
- Prosecco - 8 bottles
- Ice cubes - 20 kilo
- Lemons - 3 kilos
- Limes - 2 kilos
- Cucumbers - 4 kilos
- Cherry tomatoes - 4 kilos
- Arugula - 2 kilos
- Mixed lettuce - 5 kilos
- Red bell pepper - 3 kilos
- Yellow bell pepper - 3 kilos
- Carrots - 4 kilos
- Red onion - 2 kilos
- Potatoes - 18 kilos
- Rice - 8 kilo
- Pasta - 8 kilo
- Whole wheat bread - 12 loaves
- Baguettes - 20 pieces
- Wraps - 140 pieces
- Herb cream cheese - 3 kilo
- Hummus - 4 kilos
- Young cheese - 5 kilos
- Brie - 3 kilo
- Smoked chicken breast - 4 kilo
- Grilled vegetables - 5 kilos
- Falafel - 4 kilos
- Chicken breast - 12 kilo
- Salmon fillet - 8 kilos
- Tofu - 5 kilos
- Chickpeas - 5 kilos
- Tomato sauce - 8 liters
- Pesto - 2 kilos
- Mayonnaise - 3 liters
- Ketchup - 3 liters
- Mustard - 2 liters
- Yogurt dressing - 4 liters
- Balsamic dressing - 3 liters
- Olive oil - 3 liters
- Sunflower oil - 2 liters
- Salt - 1 kilo
- Black pepper - 500 grams
- Paprika powder - 250 gram
- Italian herbs - 250 grams
- Garlic - 1 kilo
- Basil - 20 bunches
- Sandwiches - 140 pieces
- Chocolate muffins - 120 pieces
- Mini quiches - 160 pieces
- Mini wraps - 160 pieces
- Olives - 4 kilos
- Mixed nuts - 4 kilos
- Grapes - 6 kilos
- Apples - 100 pieces
- Pears - 80 pieces
- Dark chocolate - 3 kilos
- Honey - 2 kilos
- Napkins - 600 pieces
- Paper straws - 200 pieces
- Cling film - 3 rolls
- Aluminum foil - 3 rolls
- Baking paper - 3 rolls
- Paper towels - 12 rolls
- Trash bags - 40 pieces
- Dishwasher tablets - 40 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant spray - 2 bottles
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Paper towels - 12 packs

Tips

Plan two to three drinks per person for the first hour, then about one drink per person for each additional hour. Keep extra water available for speakers and anyone presenting under warm room conditions.
Match tableware to your catering format and add at least 10% spare items. Coffee cups, water glasses, plates and cutlery are often used at the same time during a short break, so ordering only the exact headcount creates shortages.
Test the presentation laptop, projector, screen, microphones, mixer and speakers at least one day before the conference. Keep HDMI adapters, extension cords, power strips and spare batteries together at the registration or technical desk.
Prepare one name badge and one printed program per attendee, plus 5–10% extras for walk-ins, damaged badges and late registration changes. Keep the participant list at the registration desk rather than relying only on a digital copy.
Arrange coffee machines, kettles, thermos flasks and coolers before the venue opens. Allow at least 30 minutes before registration for brewing coffee, chilling drinks and placing serving platters and spoons.

Frequently asked questions

How much water and soft drinks do I need for a leadership conference?: Plan two to three drinks per person during the first hour, including water, and about one drink per person for each later hour. Add 10% extra if the venue is warm, the program is intensive or speakers need water on stage.
How many name badges and printed programs should I buy?: Prepare one for every registered participant and print 5–10% extra. For 100 attendees, that means 105–110 badges and programs, plus a small reserve of blank badges for late changes.
When should I test the conference AV equipment?: Run a complete test at least one day before the event, including every presentation, microphone, projector connection and adapter. Repeat a short power-on check 60–90 minutes before registration opens.
How many coffee cups and glasses do I need for a conference?: Start with one coffee cup and one water glass per attendee per service, then add at least 10% spare. For 100 people, prepare at least 110 cups and 110 water glasses for each simultaneous break service.

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