What you need for a lecture

A lecture needs more than chairs and a projector. You also need a clear registration point, working presentation equipment, coffee service, water, snacks and a way to identify visitors and speakers. Use the plan below to prepare the room and buy the supplies without last-minute gaps. Check quantities against your expected attendance, then confirm technical and dietary details before shopping.

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What to bring

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

Furniture

Chairsqty 80
Tablesqty 8
Speaker table
Stoolsqty 2

Equipment

Laptop
Projector
Projection screen
Wireless microphonesqty 2
Speakersqty 2
Microphone stand
Extension cordsqty 4
Power stripsqty 3
HDMI cableqty 2
Laser pointer

Tableware

Coffee cupsqty 80
Water glassesqty 80
Platesqty 80
Pastry forksqty 80
Coffee spoonsqty 80

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving traysqty 6
Small bowlsqty 8
Serving tongsqty 4

Decorations

Tableclothsqty 8
Name badge holdersqty 80
Name badgesqty 80
Welcome sign
Cable matsqty 6

Cleaning

Cleaning bucketqty 2
Broomqty 2
Floor squeegee
Dustpan and brushqty 2

Catering

Groceries
- Coffee - 3 packs
- Tea assortment - 4 boxes
- Sugar - 2 kilograms
- Sweetener - 1 box
- Milk - 8 liters
- Oat milk - 3 liters
- Lemon - 6 pieces
- Still mineral water - 8 bottles
- Sparkling mineral water - 6 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Orange juice - 6 liters
- Apple juice - 4 liter
- Non-alcoholic beer - 24 bottles
- Red wine - 6 bottles
- White wine - 6 bottles
- Beer - 24 bottles
- Apple juice - 4 liter
- Coffee milk - 2 bottles
- Stirrers - 100 pieces
- Paper napkins - 200 pieces
- Snack biscuits - 8 packs
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Cocktail nuts - 4 bags
- Salted breadsticks - 4 packs
- Mini cream puffs - 80 pieces
- Mini muffins - 80 pieces
- Cheese cubes - 2 kilogram
- Grapes - 2 kilogram
- Apples - 40 pieces
- Cucumber - 4 pieces
- Hummus - 4 tubs
- Gluten-free crackers - 3 packs
- Vegan snacks - 40 pieces
- Trash bags - 2 rolls
- Paper towels - 4 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 6 pieces
- Microfiber cloths - 10 pieces

Tips

Plan one chair per registered visitor, plus at least 5% spare seating if the room allows it. Set aside a separate speaker table and check whether stools are needed for the presentation format.
For a two-hour lecture, allow roughly 2–3 coffee servings and one glass of water per person. Buy or prepare extra cups and glasses—around 10% above the registration count covers breakage and unexpected guests.
Prepare one name badge for every visitor, speaker and organiser, plus 10% blank badges for walk-ins or spelling corrections. Keep the holders and badges at the registration table with the printed visitor list.
Test the laptop, projector, screen, HDMI cable, microphones and speakers together at least one day before the lecture. Pack extension cords, power strips and a laser pointer; these are easy to overlook until setup starts.
Set up coffee machines or kettles, thermos flasks, trays, bowls and serving tongs before guests arrive. Put cable mats over any crossing leads and place the welcome sign where visitors can see it from the entrance.

Frequently asked questions

How many chairs do I need for a lecture?: Prepare one chair for each registered visitor, speaker and organiser who will sit in the room. Add about 5% spare chairs when possible; for 80 registrations, that means roughly 84 chairs.
How much coffee and water should I buy for a lecture?: For a two-hour lecture, plan around 2–3 coffee servings and one glass of water per person. For 50 visitors, prepare approximately 100–150 coffee servings and at least 55 water glasses or servings.
When should I test the lecture equipment?: Test the laptop, projector, screen, HDMI connection, microphones and speakers at least one day before the event. Run a second check 60–90 minutes before guests arrive, after the room has been set up.
How many name badges are needed for a lecture?: Prepare one badge for every expected visitor, speaker and organiser, plus 10% blank badges. For 50 attendees and 3 organisers or speakers, prepare at least 59 badges.

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