What you need for a lunch lecture

A lunch lecture needs more than sandwiches and a projector. You will need serving equipment, coffee and tea supplies, registration materials, seating, and reliable presentation equipment. Plan quantities around the number of registered guests, then add a small buffer for last-minute attendees and breakages. Check what the venue already provides before buying tables, chairs, glassware, extension leads or kitchen equipment.

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What to bring

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

Furniture

Foldable tablesqty 8
Chairsqty 55
Registration desk
Speaker table

Tableware

Dinner platesqty 60
Coffee cupsqty 60
Water glassesqty 60
Wine glassesqty 60
Knivesqty 60
Forksqty 60
Teaspoonsqty 60
Serving plattersqty 12
Serving utensilsqty 12

Equipment

Projector
Projection screen
Laptop
Wireless microphone
Speakersqty 2
Extension cordsqty 3
Power stripsqty 3

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Cutting boardsqty 3
Bread knivesqty 3

Decorations

Tableclothsqty 8
Name badgesqty 60
Name badgesqty 60
Pensqty 20
Program flyersqty 60

Lighting

LED lampsqty 6

Cleaning

Waste binsqty 4
Broom and dustpanqty 2
Mopsqty 2

Catering

Groceries
- White and brown rolls - 60 pieces
- Whole wheat wraps - 30 pieces
- Young cheese - 2 kilograms
- Aged cheese - 2 kilogram
- Back ham - 1,5 kilogram
- Smoked chicken breast - 1.5 kilograms
- Hummus - 1.5 kilograms
- Cream cheese - 1 kilogram
- Egg salad - 1 kilogram
- Herb butter - 500 grams
- Cucumbers - 6 pieces
- Tomatoes - 3 kilograms
- Arugula - 500 grams
- Bell peppers - 8 pieces
- Carrots - 2 kilogram
- Cherry tomatoes - 2 kilograms
- Grapes - 2 kilogram
- Apples - 60 pieces
- Bananas - 40 pieces
- Yogurt - 5 liters
- Muesli - 1 kilogram
- Lemons - 10 pieces
- Olive oil - 1 bottle
- Balsamic vinegar - 1 bottle
- Salt - 1 pack
- Black pepper - 1 jar
- Mayonnaise - 1 jar
- Mustard - 1 jar
- Ketchup - 1 bottle
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Salted nuts - 1 kilogram
- Olives - 1 kilogram
- Coffee - 3 packs
- Tea - 2 boxes
- Sugar - 1 kilogram
- Milk - 8 liters
- Oat milk - 4 liters
- Sparkling water - 12 bottles
- Still water - 12 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Beer - 48 bottles
- Alcohol-free wine - 6 bottles
- White wine - 6 bottles
- Red wine - 4 bottles
- Ice cubes - 10 kilograms
- Napkins - 200 pieces
- Paper towels - 4 rolls
- Paper towels - 4 rolls
- Toilet paper - 24 rolls
- Garbage bags - 30 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Sponges - 6 pieces
- Cleaning cloths - 12 pieces

Tips

Plan one dinner plate, fork and knife per guest, plus at least 10% extra. Add one coffee cup and teaspoon per expected coffee or tea drinker, and keep a few spare cups available at the registration or serving area.
For drinks, allow two cups of coffee or tea per person for a typical lunch lecture, plus one glass of water. Chill bottled drinks several hours before opening and keep extra water available near the speaker.
Prepare one serving platter and one serving utensil for each separate food item. Buy or bring cutting boards and bread knives if the catering arrives as loaves, rolls or items that need portioning on site.
Set aside one name badge and one pen for every registered participant, with at least 10 spare badges and pens. A separate registration desk keeps arrivals from blocking the coffee and lunch service.
Test the projector, laptop, wireless microphone and speakers at least 60 minutes before guests arrive. Bring extension cords and power strips, and check that the presentation opens correctly on the event laptop before setup is finished.

Frequently asked questions

What should I buy for a lunch lecture?: Plan food and drinks, plates, cups, glasses, cutlery, serving platters and utensils, plus name badges and pens. You may also need tables, chairs, a registration desk, a projector, screen, laptop, microphone, speakers and power accessories if the venue does not provide them.
How many plates and glasses do I need for a lunch lecture?: Buy one dinner plate, fork and knife per guest, plus 10% extra. Provide one water glass per guest and add wine glasses only if wine is being served; keep roughly 5% spare glassware for breakages.
How much coffee and tea do I need for a lunch lecture?: Allow about two cups of coffee or tea per person for a two- to three-hour lecture. Prepare at least one water serving per guest and keep a 10% drink buffer for late arrivals and refills.
When should I prepare the shopping for a lunch lecture?: Buy non-perishable supplies, tableware and stationery at least three days ahead. Order catering and confirm dietary requirements several days before the event, then chill drinks and prepare fresh food on the day.

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