What you need for a lecture

A lecture needs more than chairs and a projector. Plan the reception, refreshments, presentation setup and participant check-in together, so nothing is missing when guests arrive. Buy or collect the consumables first, then check the equipment and cables at least one day before the event. The quantities depend on your registration list, but this guide highlights the items people most often forget: adapters, serving utensils, spare power access and materials for name badges.

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What to bring

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

Furniture

Chairsqty 60
Tablesqty 8
Speaker table
Reception desk

Equipment

Laptop
Projector
Projection screen
Microphone
Speakerqty 2
HDMI cableqty 2
HDMI adapterqty 2
Extension cordqty 3
Power stripqty 3
Presentation clicker

Tableware

Coffee cupsqty 60
Glassesqty 60
Platesqty 60
Teaspoonsqty 60
Serving traysqty 6

Kitchen

Coffee makerqty 2
Kettleqty 2
Thermosqty 4
Milk jugqty 3
Sugar bowlqty 3
Cutting boardqty 2
Bread knifeqty 2
Serving tongsqty 4

Decorations

Tableclothsqty 8
Name badgesqty 60
Pensqty 20
Program flyersqty 70
Directional signsqty 6

Lighting

Standing lampsqty 2

Cleaning

Waste binsqty 4
Bucketsqty 2
Mopsqty 2
Dustpan and brushqty 2
Spongesqty 4
Dish brushesqty 2

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 1 box
- Herbal tea - 1 box
- Sugar - 1 kilo
- Sweetener - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Still mineral water - 8 bottles
- Sparkling mineral water - 6 bottles
- Cola - 3 bottles
- Cola Zero - 3 bottles
- Sinas - 2 bottles
- Apple juice - 2 cartons
- Orange juice - 2 cartons
- Lemons - 6 pieces
- Cheese sandwiches - 20 pieces
- Ham sandwiches - 15 pieces
- Vegetarian sandwich rolls - 15 pieces
- Gluten-free rolls - 4 pieces
- Unsalted butter - 2 tubs
- Young cheese - 1 kilo
- Hummus - 3 tubs
- Cucumber - 4 pieces
- Cherry tomatoes - 1 kilo
- Grapes - 2 kilos
- Apples - 60 pieces
- Paprika chips - 3 bags
- Plain chips - 3 bags
- Salted crackers - 4 packs
- Mixed nuts - 2 bags
- Raisins - 2 bags
- Cookies - 6 packs
- Mini muffins - 60 pieces
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Hand soap - 2 dispensers
- Paper napkins - 4 packs

Tips

Plan one coffee cup, one glass and one plate per participant, plus at least 10% extra for breakage or late arrivals. Put teaspoons, milk, sugar and serving trays out with the coffee and tea rather than searching for them during the break.
For filled sandwiches, count at least one per registered participant and prepare extra if the lecture runs through lunchtime. Check dietary requirements before shopping so suitable options are available at reception.
Test the laptop, projector, screen, microphone and speaker together at least one day before the lecture. Keep the HDMI cable, the correct HDMI adapter, a presentation clicker and a spare extension cord in the same equipment bag.
Use one name badge and one pen per participant, with around 10% spare badges for walk-ins or replacements. Keep the printed participant list at the reception desk so registrations can be checked without opening a laptop.
Reserve enough power access for the laptop, projector and sound equipment before arranging the presentation table. Bring a power strip and extension cord; these are easy to overlook and often determine where the equipment can actually be placed.

Frequently asked questions

What food and drinks do I need for a lecture?: Plan one filled sandwich per registered participant, with extra portions for late additions. Provide coffee and tea, and count one cup and one glass per person plus about 10% spare tableware. Buy milk, sugar and any dietary alternatives after checking registrations.
How many chairs and tables do I need for a lecture?: Set out one chair per confirmed participant and keep a small number of spare chairs available if the venue allows it. You need a separate presentation table for the laptop and presentation equipment, plus tables for reception and refreshments.
What presentation equipment should I bring to a lecture?: Bring a laptop, projector, projection screen, microphone, speaker and presentation clicker. Pack the HDMI cable, the correct HDMI adapter, an extension cord and a power strip, then test the full setup at least one day before the lecture.
When should I prepare the lecture shopping list?: Make the first list as soon as registrations open, then update quantities after the registration deadline. Complete the food and drink shopping one day before the lecture, and check all equipment, cables and presentation files no later than the day before.

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