What you need for a lecture

A lecture needs more than chairs and a projector. You need a clear registration point, reliable presentation equipment, microphones that work in the room, and enough cups, plates and serving utensils for the refreshments. Use the participant count to set quantities: provide one seat and one place setting per attendee, then add a small buffer for last-minute arrivals. Arrange equipment and catering before the event day so you have time to test connections and correct missing items.

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What to bring

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

Furniture

Chairsqty 65
Tablesqty 8
Speaker table
Registration desk
Stoolsqty 4

Equipment

Laptop
Projector
Projection screen
Wireless microphonesqty 2
Microphone stand
HDMI cableqty 2
Extension cordsqty 4
Power stripsqty 4
Presentation clicker
Flip chart
Flipchart markersqty 4

Lighting

Standing lampsqty 4

Tableware

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

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Cutting boardsqty 3
Bread knivesqty 2
Serving spoonsqty 4

Decorations

Name badgesqty 70
Tableclothsqty 8
Wayfinding signsqty 4
Pensqty 70

Cleaning

Waste binsqty 4
Hand soap dispensersqty 2
Toilet brushesqty 2

Catering

Groceries
- Coffee - 2 packs
- Tea assortment - 4 boxes
- Sugar - 2 packs
- Milk - 6 liters
- Oat milk - 3 liters
- Lemons - 8 pieces
- Still mineral water - 8 bottles
- Sparkling mineral water - 6 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Non-alcoholic beer - 24 bottles
- Beer - 48 bottles
- White wine - 8 bottles
- Red wine - 4 bottles
- Sparkling wine - 4 bottles
- Baguettes - 12 pieces
- Wholemeal bread - 6 loaves
- Cream cheese - 6 tubs
- Hummus - 6 tubs
- Mild cheese - 3 kilograms
- Brie - 2 kilograms
- Ham - 2 kilograms
- Smoked chicken breast - 2 kilograms
- Vegetarian spreads - 8 tubs
- Tomatoes - 3 kilograms
- Cucumbers - 6 pieces
- Arugula - 6 bags
- Bell peppers - 12 pieces
- Grapes - 4 kilograms
- Apples - 60 pieces
- Bananas - 40 pieces
- Mixed nuts - 3 kilogram
- Salty crackers - 8 packs
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Cookies - 8 packs
- Brownies - 6 boxes
- Olive oil - 2 bottles
- Balsamic vinegar - 1 bottle
- Mayonnaise - 2 jars
- Mustard - 2 jars
- Ketchup - 2 bottles
- Salt - 1 pack
- Pepper - 1 jar
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Napkins - 8 packs
- Paper cups - 100 pieces
- Paper Plates - 100 pieces
- Stirrers - 100 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Dishwashing liquid - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Sponges - 6 pieces
- Cleaning cloths - 12 pieces
- Hand sanitizer - 4 bottles

Tips

Plan one chair per registered participant and add 5–10% extra if late registrations or walk-ins are possible. Include a speaker table and a separate registration desk near the entrance.
For the presentation, bring the laptop, projector, projection screen, HDMI cable, presentation clicker, extension cords and power strips. Test the complete setup at least 60 minutes before the lecture starts.
Allow one wireless microphone for the speaker and a second for questions when the room is large or discussion is expected. Keep a microphone stand available and test every microphone before guests arrive.
For coffee and tea, prepare at least 2 cups per person for a short lecture and 3 per person for a half-day programme. Match this with enough glasses, plates, cutlery sets, coffee machines, kettles and thermos flasks.
Prepare serving platters, tongs and spoons before catering arrives, and check dietary requirements against the participant list at least 48 hours in advance. This is often missed when food is ordered before registrations are final.

Frequently asked questions

How many chairs do I need for a lecture?: Provide one chair for every registered participant, plus 5–10% extra when the event is open to late registrations. For 50 attendees, that means 53 to 55 chairs.
What AV equipment do I need for a lecture?: Use a laptop, projector, projection screen, HDMI cable and presentation clicker, with extension cords and power strips for the setup. Test everything at least 60 minutes before the start, including the wireless microphones.
How many coffee cups should I buy for a lecture?: Allow 2 cups per person for a short lecture and 3 per person for a half-day programme. For 50 participants, prepare 100 to 150 cups, plus a small reserve if the coffee break is long.
When should I confirm dietary requirements for a lecture?: Collect them during registration and check the final list at least 48 hours before the lecture. Give the caterer the confirmed numbers before ordering, then label suitable food at the serving table.

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