What you need for a lecture

A lecture needs more than chairs and a projector. You will need a clear registration point, reliable presentation equipment, drinks and serving items, plus printed materials for attendees. Plan quantities from your confirmed registration count, then add a small buffer for late arrivals and replacements. This list also covers the easy-to-miss items, such as HDMI cables, extension cords, name badges, route signs and waste bins.

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What to bring

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

Furniture

Chairsqty 90
Tablesqty 8
Stoolsqty 4
Coat racksqty 3

Tableware

Coffee cupsqty 90
Drinking glassesqty 100
Platesqty 100
Cutlery setsqty 100
Coffee potsqty 6
Water jugsqty 8

Kitchen

Serving traysqty 8
Cutting boardsqty 3
Chef's knivesqty 3

Equipment

Projector
Projection screen
Laptop
Wireless microphoneqty 2
Speakersqty 2
Presentation clicker
HDMI cablesqty 2
Extension cordsqty 4
Power stripsqty 4

Decorations

Tablecloth setsqty 8
Name badgesqty 100
Name badgesqty 6
Route signsqty 6
Program cardsqty 100

Cleaning

Waste binsqty 6
Broom setsqty 2
Mopsqty 2
Bucketsqty 2
Cleaning clothsqty 12

Catering

Groceries
- Coffee beans - 2 kilograms
- Decaf coffee - 500 grams
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilogram
- Sweetener - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Still mineral water - 60 bottles
- Sparkling mineral water - 30 bottles
- Apple juice - 8 liters
- Orange juice - 8 liters
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Butter - 500 grams
- Baguettes - 12 pieces
- Mini rolls - 120 pieces
- Mild cheese - 3 kilograms
- Cooked ham - 2 kilograms
- Hummus - 1.5 kilograms
- Cream cheese - 1 kilogram
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Mayonnaise - 1 bottle
- Mustard - 1 bottle
- Cucumbers - 8 pieces
- Tomatoes - 3 kilograms
- Iceberg lettuce - 4 heads
- Bell peppers - 2 kilograms
- Apples - 8 kilograms
- Bananas - 5 kilograms
- Grapes - 5 kilograms
- Wholegrain biscuits - 8 packs
- Butter cookies - 8 packs
- Oat bars - 100 pieces
- Mixed nuts - 2 kilograms
- Paper napkins - 300 pieces
- Trash bags - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- Dishwasher tablets - 1 box
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Disinfectant wipes - 2 packs

Tips

Plan one chair per confirmed attendee, then add 5–10% extra if the room allows it. Keep a few stools available only if your format includes informal seating or a standing reception.
For registration, prepare one name badge and one program card per attendee, plus at least 10% extra. Set aside pens and a simple way to find names quickly when several guests arrive at once.
Check the projector, screen, laptop, wireless microphone, speakers and presentation clicker together at least one day before the lecture. Pack the correct HDMI cables, extension cords and power strips; these are often forgotten until setup.
Use one coffee cup and drinking glass per guest for a seated lecture, with spare tableware for roughly 10% of the audience. Provide coffee pots, water jugs and serving trays where guests can refill without interrupting the talk.
Set out waste bins before doors open and keep broom sets and mops nearby for spills. Cover reception tables with tablecloths and place route signs at the entrance, registration desk and any room changes.

Frequently asked questions

What do I need to buy for a lecture?: Plan seating, registration materials, drinks and tableware, presentation equipment, printed handouts and cleanup supplies. For each confirmed attendee, allow one chair, one name badge and one program card, plus 5–10% spare items.
How many chairs do I need for a lecture?: Provide one chair for every registered guest and add 5–10% extra when space permits. For 80 attendees, that means 84–88 chairs, depending on how much allowance you want.
How much tableware do I need for a lecture?: Start with one coffee cup and one drinking glass per attendee, then add about 10% spare pieces. If food is served, also plan one plate and one cutlery set per guest, with extra sets for replacements.
When should I check the lecture equipment?: Test the projector, screen, laptop, microphone, speakers, clicker and cables at least one day before the event. Do a second five-minute sound and image check when the hall is set up, before attendees enter.

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