What you need for a lecture

A lecture needs more than chairs and a projector. Plan drinks, coffee, snacks, tableware and registration supplies around the number of confirmed participants, plus a small buffer for late arrivals. Check presentation connections and sound equipment before the day, especially if the speaker brings a laptop. This shopping list also covers the items that are easy to forget, such as adapters, serving utensils, thermos flasks and printed programme leaflets.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Presentation table
Reception desk
Stoolsqty 2

Equipment

Projector
Projection screen
Laptop
HDMI cableqty 2
HDMI adapter kit
Wireless microphone
Speakerqty 2
Power stripsqty 3
Extension cordsqty 3

Tableware

Coffee cupsqty 60
Glassesqty 60
Platesqty 60
Pastry forksqty 60
Coffee spoonsqty 60

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Pitcherqty 2
Serving traysqty 6
Serving tongsqty 4
Coolersqty 2
Bottle openersqty 2

Decorations

Tableclothsqty 8
Name badgesqty 60
Program leafletsqty 60
Pensqty 12
Directional signsqty 6

Cleaning

Waste binsqty 4
Bucketsqty 2
Spongesqty 6
Dish brushesqty 2
Floor squeegeesqty 2
Broom and dustpanqty 2
Dustpan and brushqty 2

Catering

Groceries
- Coffee - 3 packs
- Assorted tea - 120 bags
- Sugar - 1 kilo
- Mints - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 2 liter
- Still mineral water - 60 bottles
- Sparkling mineral water - 36 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 liter
- Orange juice - 4 liters
- Sparkling water - 12 bottles
- Ice cubes - 8 kilos
- Stirrers - 100 pieces
- Paper napkins - 200 pieces
- Sweet cookies - 6 packs
- Wholegrain cookies - 4 packs
- Mini muffins - 60 pieces
- Apples - 30 pieces
- Bananas - 20 pieces
- Grapes - 3 kilos
- Cucumber - 4 pieces
- Cherry tomatoes - 2 kilos
- Carrots - 2 kilo
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Toast rounds - 8 packs
- Sandwich rolls - 70 pieces
- Unsalted butter - 2 packs
- Cheese slices - 2 kilos
- Vegetarian spread - 6 tubs
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Trash bags - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Hand soap - 4 bottles
- Paper towels - 4 packs

Tips

Allow 2 to 3 drinks per person for the first hour, then about 1 drink per person for each additional hour. Chill bottled drinks before guests arrive and keep a few non-chilled options available.
For a coffee and tea break, prepare 1 hot drink per person for a short break or 2 per person for a longer lecture. Have at least 1 spare kettle or thermos flask available if the main setup is busy.
Buy or bring tableware for every registered participant, plus roughly 10% extra. That means cups, glasses, plates and pastry forks, with coffee spoons placed at the coffee station rather than at the reception desk.
Test the projector, screen, laptop, HDMI cable, adapter kit, microphone and speakers at least 24 hours before the lecture. Keep power strips and extension cords with the equipment instead of discovering the missing connection during setup.
Prepare one name badge and one programme leaflet per confirmed participant, plus 10% extra for walk-ins or replacements. Put the badges at the reception desk in alphabetical order to shorten the registration queue.

Frequently asked questions

How many drinks do I need for a lecture?: Plan 2 to 3 drinks per person for the first hour, then 1 additional drink per person for every extra hour. Add about 10% if registration numbers are uncertain or the lecture is held in warm weather.
How much coffee should I buy for a lecture?: Allow 1 cup per person for a short break and 2 cups per person for a longer session. Prepare enough hot water for tea as well, and keep at least 1 spare thermos flask available.
How many plates and cups are needed for a lecture?: Provide one plate and one cup per confirmed participant, then add 10% spare tableware. For 50 participants, that means at least 55 plates and 55 cups, plus glasses if you serve cold drinks.
When should I test the lecture equipment?: Test the projector, laptop connection, HDMI adapter, microphone and speakers at least 24 hours before the lecture. Repeat a short sound and image check 30 to 60 minutes before participants arrive.

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