What you need for a lecture

A lecture needs more than chairs and a projector. Plan the reception, coffee service, speaker setup and registration materials before you shop, because missing small items can delay the start. Use your confirmed registration count to calculate cups, glasses, plates and snacks, then add a small buffer. Check which equipment the venue already provides at least one week ahead, especially the projector, screen, microphones and HDMI connections.

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What to bring

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

Furniture

Chairsqty 90
Tablesqty 10
Speaker table
Stoolsqty 4

Tableware

Coffee cupsqty 100
Glassesqty 100
Platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving spoonsqty 6

Equipment

Projector
Projection screen
Laptop
HDMI cableqty 2
HDMI adapterqty 2
Wireless microphonesqty 2
Microphone stand
Speakersqty 2
Power stripsqty 4
Extension cordsqty 4
Presentation clicker
Flip chart
Flipchart markersqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 3
Serving traysqty 6
Small bowlsqty 12
Water jugsqty 6

Decorations

Tableclothsqty 10
Name badgesqty 100
Pensqty 30
Name badge holdersqty 100
Wayfinding signsqty 6
Painter's tapeqty 4

Cleaning

Bucketsqty 2
Mopsqty 2
Broom
Dustpan and brushqty 2
Towelsqty 8

Catering

Groceries
- Coffee - 2 kilos
- Black tea - 200 bags
- Herbal tea - 100 bags
- Sugar - 2 kilos
- Sweetener - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Still mineral water - 60 bottles
- Sparkling mineral water - 40 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salsa - 6 jars
- Mini wraps - 120 pieces
- Hummus - 12 tubs
- Cream cheese - 8 tubs
- Young cheese - 3 kilos
- Turkey breast - 2 kilos
- Cucumbers - 12 pieces
- Bell peppers - 12 pieces
- Arugula - 8 bags
- Grapes - 6 kilos
- Apples - 80 pieces
- Bananas - 60 pieces
- Mini muffins - 120 pieces
- Cookies - 8 packs
- Gluten-free crackers - 4 packs
- Vegan wraps - 40 pieces
- Vegan Spread - 6 tubs
- Trash bags - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 6 pieces
- Paper napkins - 300 pieces

Tips

Plan two to three drinks per person for the first hour, then add one drink for each additional hour. Chill them several hours before guests arrive and keep a small reserve aside.
Provide one coffee cup, one glass and one plate per registered guest, plus 10% extra. For 40 guests, that means at least 44 of each item to cover breakage and unexpected visitors.
Check the speaker’s laptop and presentation at least one week before the lecture. Bring the correct HDMI adapter, a presentation clicker and a power strip rather than assuming the venue has compatible connections.
Prepare coffee for the expected attendance, not just the speaker count: allow roughly 250 ml per person for one serving. Use thermos flasks if coffee will be served during registration or a break.
Set aside reception supplies before shopping day: printed visitor lists, name badges, serving trays and small bowls. These are easy to overlook when the main focus is the presentation equipment.

Frequently asked questions

What do I need to buy for a lecture?: Plan seating, tables, coffee and drink service, snacks, name badges and presentation equipment. For each registered guest, allow one cup, one glass and one plate, then add 10% extra.
How many drinks do I need for a lecture?: Budget two to three drinks per person for the first hour and one additional drink per person for every later hour. For 30 guests at a two-hour lecture, that is about 90 to 120 drinks.
How much coffee should I prepare for a lecture?: Allow approximately 250 ml per person for one coffee serving. For 40 attendees, prepare at least 10 litres, with extra capacity if coffee is available during both arrival and the break.
When should I check the lecture equipment?: Check the projector, screen, laptop, HDMI cable, adapter, microphones and speakers at least one week before the event. Perform a second technical check after receiving the final presentation, preferably no later than the day before.

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