What you need for a lecture

A lecture needs more than chairs and a projector. You also need a clear registration point, reliable presentation connections, microphone support and enough coffee service for the breaks. Use this list to buy or bring the practical items before the event, then check quantities against your registration numbers. Arrange catering and technical equipment early, because missing cables, cups or name badges are difficult to replace on the day.

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What to bring

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

Furniture

Chairsqty 60
Tablesqty 8
Tableclothsqty 8
Coat racksqty 2

Tableware

Coffee cupsqty 70
Glassesqty 70
Platesqty 70
Cutlery setsqty 70
Serving plattersqty 8
Serving spoonsqty 6

Equipment

Laptop
Projector
Projection screen
Wireless microphone
Speakersqty 2
Presentation clicker
HDMI cableqty 2
Extension cordsqty 4
Power stripsqty 4
Coffee machinesqty 2
Thermos flasksqty 6
Kettlesqty 2

Kitchen

Cutting boardsqty 3
Bread knivesqty 3
Kitchen knivesqty 3
Serving spoonsqty 4
Coolersqty 2

Decorations

Name badgesqty 60
Directional signsqty 8
Registration board
Flip chart
Flip chart sheetsqty 30
Markersqty 12

Cleaning

Waste binsqty 4
Washing-up tubsqty 2
Cleaning glovesqty 4
Broom and dustpanqty 2
Mop setsqty 2

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Sweetener - 1 box
- Milk - 6 liters
- Oat milk - 2 liter
- Spa Blauw - 6 bottles
- Sparkling mineral water - 4 bottles
- Apple juice - 4 liter
- Orange juice - 4 liters
- Stirrers - 100 pieces
- Paper napkins - 200 pieces
- Butter cookies - 4 packs
- Wholegrain biscuits - 4 packs
- Mini currant buns - 60 pieces
- Apples - 60 pieces
- Bananas - 40 pieces
- Grapes - 4 kilos
- Cucumbers - 6 pieces
- Cherry tomatoes - 3 kilos
- Carrots - 2 kilo
- Hummus - 2 kilos
- Herb cream cheese - 1.5 kilos
- Young cheese - 2 kilos
- Aged cheese - 1.5 kilos
- Turkey breast - 1,5 kilo
- Hummus spread - 1 kilo
- Whole wheat bread - 10 loaves
- White rolls - 60 pieces
- Gluten-free bread - 2 loaves
- Soup vegetables - 3 kilo
- Tomato soup - 8 liters
- Vegetable soup - 8 liters
- Croutons - 4 bags
- Salt - 1 pack
- Pepper - 1 jar
- Olive oil - 1 bottle
- Mayonnaise - 1 bottle
- Mustard - 1 jar
- Ketchup - 1 bottle
- Aluminum foil - 1 roll
- Cling film - 1 roll
- Paper towels - 6 rolls
- Trash bags - 2 rolls
- Dishwasher tablets - 1 box
- Dish soap - 2 bottles
- Disinfectant wipes - 2 packs
- Toilet paper - 24 rolls

Tips

Plan seating for every registered participant, plus a small number of spare chairs. Add tables where people will write, and cover them with tablecloths if food or drinks will be served.
Prepare the presentation setup with a laptop, projector, screen, HDMI cable, presentation clicker and power strips. Bring extension cords and test the complete setup at least one day before the lecture.
For a one-hour lecture, allow around two cups of coffee or tea per person if there is a break, and provide extra cups, glasses, plates and cutlery for catering. Check whether the venue already supplies coffee machines, kettles and thermos flasks.
Set up the registration desk with the attendance list, name badges and a registration board. Print the list before leaving for the venue and bring directional signs so late arrivals can find the room without interrupting the speaker.
Do not leave audio checks until guests arrive. Test the wireless microphone and speakers, confirm that the laptop connects to the projector, and keep a spare HDMI cable and accessible power socket available.

Frequently asked questions

What equipment do I need for a lecture?: At minimum, plan for a laptop, projector, projection screen, HDMI cable and presentation clicker. If the room is larger or acoustics are poor, add a wireless microphone and speakers, then test everything at least one day beforehand.
How many chairs and tables do I need for a lecture?: Provide one chair per registered participant and keep 5 to 10% extra if space allows. Use enough tables for writing and registration, with the final number depending on the room layout and whether catering is served.
How much coffee should I buy for a lecture?: For a one-hour lecture with a coffee break, allow about two cups of coffee or tea per person, plus 10% extra. Match the number of cups, glasses, plates and cutlery sets to the expected attendance rather than the room capacity.
When should I prepare the lecture shopping list?: Finalize quantities as soon as registrations close, preferably 3 to 5 days before the lecture. Check technical equipment and supplies the day before, then bring the materials to the venue early enough for setup and testing.

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