What you need for a lecture

A lecture needs more than chairs and a projector. You will need a clear registration point, enough handouts and name badges, reliable presentation equipment, and drinks that can be served without delaying the start. This shopping list covers the practical supplies for welcoming visitors, supporting the speaker and keeping the room running smoothly. Check quantities against your final visitor list, then buy or borrow items early enough to test everything before the event.

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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 3

Equipment

Projector
Projection screen
Laptop
Microphone
Speakersqty 2
HDMI cableqty 2
Extension cordsqty 4
Power stripsqty 3

Tableware

Coffee cupsqty 80
Water glassesqty 80
Platesqty 80
Cutlery setsqty 80
Coffee potsqty 4
Water jugsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 3
Serving traysqty 6
Serving bowlsqty 4

Decorations

Tableclothqty 8
Flower arrangementsqty 4
Welcome sign
Directional signsqty 6

Registration

Registration signsqty 3
Name badgesqty 80
Badge holdersqty 80
Pen setsqty 6
Visitor list folderqty 2

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 2 packs
- Mints - 1 box
- Milk - 8 liters
- Oat milk - 3 liters
- Lemons - 8 pieces
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Orange juice - 6 liters
- Apple juice - 4 liter
- Bitter lemon - 2 bottles
- Apples - 40 pieces
- Bananas - 30 pieces
- Grapes - 3 kilos
- Mini cucumbers - 3 kilos
- Cherry tomatoes - 3 kilos
- Carrots - 2 kilos
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Tortilla chips - 4 bags
- Whole grain crackers - 6 packs
- Rice cakes - 4 packs
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Young cheese - 2 kilos
- Halal chicken breast - 1 kilo
- Vegetarian spread - 4 tubs
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Paper napkins - 200 pieces
- Stir sticks - 200 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 6 pieces

Tips

Plan one handout and one name badge for every registered visitor, plus 5–10% extra for late additions or reprints. Keep spare badges and pens at the registration desk.
For a 60-minute lecture, allow about 2–3 drinks per person for the first hour if coffee, tea, water and soft drinks are available. Chill water and soft drinks at least 4 hours beforehand.
Bring one HDMI cable, one extension cord and one power strip for each presentation setup, plus one spare HDMI cable. Test the laptop, projector, screen and microphone together at least 60 minutes before doors open.
Set aside one coffee cup, one water glass and one plate per expected visitor, with 10% extra. Count cutlery separately; it is often forgotten when refreshments are limited to coffee and cake.
Prepare directional signs and registration signs before leaving for the venue. Put the welcome sign at the entrance and keep the speaker’s materials, handouts and presentation laptop together so nothing is left at home.

Frequently asked questions

What do I need to buy for a lecture?: Plan for handouts, name badges, registration signs, drinks, cups, glasses, plates and cutlery, along with any missing presentation equipment. For the technical setup, allow at least one laptop, projector, screen, microphone, HDMI cable, extension cord and power strip.
How many cups and glasses do I need for a lecture?: Provide one coffee cup and one water glass per expected visitor, then add 10% extra. For 80 visitors, that means at least 88 cups and 88 glasses, before allowing for staff or the speaker.
How much coffee and water do I need for a lecture?: For a one-hour lecture, budget roughly 2–3 drinks per person in total, depending on whether both coffee and water are served. For 80 visitors, prepare around 160–240 drinks and keep additional water available for the speaker.
When should I prepare the lecture equipment?: Have the projector, screen, laptop, HDMI connection and microphone ready at least 60 minutes before registration opens. Chill bottled drinks or fill water jugs at least 4 hours ahead, and place handouts and badges at the desk 30 minutes before visitors arrive.

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