What you need for a lecture

A lecture needs more than chairs and a projector. You will also need a clear registration point, reliable presentation connections, drinks, light catering and visible signs for visitors. Plan supplies around the number of attendees, then add a small margin for late registrations and breakage. Check the venue’s existing equipment before buying or borrowing anything, especially the screen, microphone, power access and coffee equipment.

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What to bring

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

Furniture

Chairsqty 90
Tablesqty 8
Speaker table
Registration desk
Stoolsqty 4

Tableware

Coffee cupsqty 90
Water glassesqty 90
Snack plattersqty 90
Forksqty 90
Napkinsqty 200

Equipment

Laptop
Projector
Projection screen
Wireless microphone
HDMI cableqty 2
Extension cordsqty 3
Power stripsqty 3
Presentation clicker
Coolersqty 3
Coffee machinesqty 2
Kettlesqty 2
Waste binsqty 4

Decorations

Name badgesqty 90
Tableclothsqty 8
Direction signsqty 6
Speaker name sign

Kitchen

Coffee potsqty 4
Teapotsqty 2
Serving plattersqty 8
Serving utensilsqty 8
Bottle openersqty 2
Cutting boardsqty 2
Kitchen knivesqty 2

Cleaning

Cleaning bucketsqty 2
Mopsqty 2
Vacuum cleaner
Cleaning clothsqty 8
Toilet brushesqty 2

Catering

Groceries
- Coffee - 6 packs
- Tea - 4 boxes
- Sugar - 2 kilos
- Milk - 12 liters
- Oat milk - 6 liters
- Lemons - 12 pieces
- Spa Blauw - 8 bottles
- Spa Rood - 6 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Alcohol-free beer - 48 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Beer - 72 bottles
- Ice cubes - 10 bags
- Baguettes - 12 pieces
- Wholemeal bread - 6 loaves
- Cream cheese - 2 kilo
- Hummus - 2 kilos
- Herb butter - 1 kilo
- Young cheese - 2 kilos
- Brie - 1 kilo
- Salami - 1 kilo
- Smoked chicken breast - 1 kilo
- Cucumbers - 8 pieces
- Cherry tomatoes - 3 kilos
- Carrots - 2 kilo
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Olives - 2 kilos
- Mixed nuts - 2 kilos
- Grapes - 4 kilos
- Apples - 40 pieces
- Mini eclairs - 120 pieces
- Brownies - 100 pieces
- Mayonnaise - 2 bottles
- Mustard - 2 bottles
- Ketchup - 2 bottles
- Olive oil - 1 bottle
- Pepper - 1 grinder
- Salt - 1 pack
- Trash bags - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Hand soap - 4 bottles

Tips

Plan one chair per registered attendee, then keep 5–10% extra if the room allows. Set out a separate speaker table and registration desk before visitors arrive.
Allow two drinking glasses per attendee if water is available throughout the lecture. Chill drinks several hours ahead and use coolers if the venue has limited refrigerator space.
Bring the laptop, projector, projection screen, HDMI cable, presentation clicker and wireless microphone together. Test every connection at least 60 minutes before the lecture starts.
Prepare one name badge per attendee plus 5–10 blank badges for walk-ins or corrections. Keep the printed attendance list at the registration desk with spare pens.
For a 60–90 minute lecture, provide roughly one coffee or tea serving per person and light snacks for the break. Set out cups, napkins, serving utensils and waste bins before opening the coffee station.

Frequently asked questions

What equipment do I need for a lecture?: At minimum, plan for a laptop, projector, projection screen, presentation clicker and the correct HDMI cable. Add a wireless microphone for a medium or large room, plus extension cords and power strips; test everything at least 60 minutes before the start.
How many chairs should I prepare for a lecture?: Prepare one chair for every registered attendee and add 5–10% spare seating where possible. For 80 registrations, that means 80 chairs in use and 4–8 extra chairs nearby.
How much coffee and tea do I need for a lecture?: For a 60–90 minute lecture, plan about one serving per attendee, with 10% extra for staff, speakers and refills. For 50 people, prepare around 55 servings and provide cups, water glasses, napkins and waste bins.
When should I prepare the lecture shopping list?: Check the venue inventory and confirm missing supplies at least 3–5 days before the lecture. Buy perishable catering items the day before, chill drinks several hours ahead, and keep a small reserve of badges and stationery for last-minute registrations.

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