What you need for a logistics conference
A logistics conference needs more than chairs and a projector. You also need a registration setup, clear speaker equipment, reliable power connections and enough tableware for every catering break. Plan one name badge and lanyard per attendee, plus at least 10% extra for walk-ins or replacements. Check the room layout and technical setup before delivery day so missing cables, microphones or serving items do not delay registration or the first presentation.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Conference chairsqty 110
- Tablesqty 14
- Registration desk
- Buffet tablesqty 4
- Speaker chairsqty 6
- Stoolsqty 4
- Coat racksqty 3
Registration
- Name badge holdersqty 110
- Lanyardsqty 110
- Clipboardsqty 4
- Desk pensqty 12
- Badge traysqty 3
Tableware
- Coffee cupsqty 120
- Water glassesqty 120
- Wine glassesqty 120
- Dinner platesqty 120
- Cutlery setsqty 120
- Serving plattersqty 16
- Serving spoonsqty 12
Equipment
- Projector
- Projection screen
- Laptop
- Wireless microphonesqty 3
- Microphone standsqty 2
- Speakersqty 2
- Mixer
- HDMI cablesqty 3
- Extension cordsqty 6
- Power stripsqty 6
- Presentation clickerqty 2
Kitchen
- Coffee machinesqty 3
- Thermos flasksqty 8
- Water jugsqty 12
- Coolersqty 4
- Ice containersqty 3
Decorations
- Tableclothsqty 14
- Flower arrangementsqty 8
- Name badgesqty 8
- Directional signsqty 10
Lighting
- LED string lightsqty 4
- Standing lampsqty 4
Cleaning
- Waste binsqty 8
- Bucketsqty 3
- Mopsqty 3
- Broom and dustpanqty 2
- Cleaning glovesqty 6
Catering
- Groceries
- Coffee beans - 3 kilograms
- Tea bags - 250 pieces
- Black tea - 4 boxes
- Herbal tea - 3 boxes
- Sugar sticks - 300 pieces
- Sweeteners - 200 pieces
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Still mineral water - 72 bottles
- Sparkling mineral water - 48 bottles
- Cola - 18 bottles
- Cola Zero - 18 bottles
- Orange soda - 12 bottles
- Apple juice - 10 liters
- Orange juice - 10 liters
- Beer - 120 bottles
- Alcohol-free beer - 48 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Prosecco - 6 bottles
- Baguettes - 20 pieces
- Whole grain bread - 8 loaves
- Mini rolls - 180 pieces
- Unsalted butter - 2 kilograms
- Mild cheese - 3 kilograms
- Aged cheese - 2 kilogram
- Cooked ham - 2 kilograms
- Smoked chicken breast - 2 kilograms
- Hummus - 2 kilograms
- Cream cheese - 1.5 kilograms
- Egg salad - 1,5 kilogram
- Cucumbers - 12 pieces
- Tomatoes - 4 kilogram
- Lettuce - 10 heads
- Peppers - 3 kilograms
- Apples - 120 pieces
- Bananas - 80 pieces
- Grapes - 8 kilograms
- Mini pastries - 180 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Mixed nuts - 5 kilograms
- Olives - 3 kilograms
- Herb butter - 2 kilograms
- Vegetarian pasta salad - 12 kilograms
- Chicken pasta salad - 12 kilograms
- Green salad - 10 kilograms
- Couscous salad - 8 kilograms
- Vegetarian wraps - 60 pieces
- Chicken wraps - 60 pieces
- Dressing - 4 bottles
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Salt - 1 pack
- Pepper - 1 jar
- Lemons - 20 pieces
- Napkins - 500 pieces
- Paper coffee stirrers - 300 pieces
- Disposable water cups - 250 pieces
- Trash bags - 40 pieces
- Dish soap - 3 bottles
- Dishwasher tablets - 40 pieces
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Paper towels - 12 packs
Tips
- Prepare one badge holder, lanyard and name badge for every registered participant, then add 10% spare sets. Keep clipboards and desk pens at the registration table for late changes and on-site sign-ins.
- Count seating from the registration list rather than the room’s maximum capacity. Provide one conference chair per attendee, separate speaker chairs, and enough tables for registration, catering and presentation materials.
- Allow one water glass per person at the opening session and keep additional glasses near the buffet. If wine is served with dinner, count one wine glass per guest as well as plates, cutlery and serving utensils.
- Test the projector, screen, laptop, clicker and every HDMI cable before participants arrive. Bring at least two extension cords and power strips, and check that the wireless microphones work with the venue’s mixer and speakers.
- Set aside a clearly labelled technical kit for transport to the venue. Include spare HDMI cables, batteries for the presentation clicker and microphones, and enough cable length to keep walkways clear during setup.
Frequently asked questions
- How many name badges do I need for a logistics conference?
- Prepare one name badge and lanyard per registered attendee, plus 10% extra. For 100 participants, that means 110 badge sets to cover spelling corrections, replacements and last-minute registrations.
- How many chairs should I order for a conference?
- Order one conference chair per expected attendee, then add 5% if the room allows it. For 100 attendees, 105 chairs gives you a small reserve without filling the room unnecessarily.
- How much tableware is needed for conference catering?
- For a seated meal, count one dinner plate and one cutlery set per guest, plus 10% spare. Provide one coffee cup and water glass per person for each service point; add wine glasses only when wine is on the menu.
- When should I check the conference equipment?
- Complete a full technical check at least one day before the event, including the projector, laptop, microphones, mixer, speakers and HDMI cables. Repeat a short sound and image test 60 minutes before doors open.
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