What you need for a management conference

A management conference needs more than chairs and coffee. Plan the items that keep registration moving, presentations working and breaks supplied, including badges, cables, adapters, tableware and serving equipment. Quantities depend on attendance, but a few rules prevent common shortages: prepare one name badge per attendee, provide spare AV connections and allow extra cups and glasses for the full day. Use this list alongside your venue and catering arrangements so you know what must be bought, borrowed or brought on the event day.

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What to bring

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

Furniture

Chairsqty 90
Tablesqty 14
Registration desk
Speaker table
Stage

Tableware

Dinner platesqty 90
Dessert platesqty 90
Coffee cupsqty 90
Water glassesqty 100
Wine glassesqty 100
Coffee spoonsqty 100
Dinner knivesqty 100
Dinner forksqty 100
Serving spoonsqty 12

Equipment

Laptopqty 2
Projector
Projection screen
Wireless microphonesqty 3
Microphone stand
HDMI cablesqty 3
HDMI adaptersqty 3
Power stripsqty 6
Extension cordsqty 6
Presentation clickerqty 2
Power banksqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving traysqty 8
Buffet traysqty 10
Pliersqty 8
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Ice cube traysqty 4

Decorations

Name card holdersqty 90
Table numbersqty 10
Flower arrangementsqty 8
Welcome sign
Program postersqty 6

Office supplies

Name badgesqty 90
Program leafletsqty 100
Pensqty 100
Notepadsqty 100
Markersqty 12
Flipchart padsqty 4
Sticky notesqty 12
Badge clipsqty 100
Envelopesqty 100

Cleaning

Waste binsqty 8
Bucketsqty 3
Broom and dustpanqty 2
Floor squeegeesqty 2
Cleaning clothsqty 20

Catering

Groceries
- Coffee beans - 3 kilograms
- Black tea - 200 bags
- Herbal tea - 100 bags
- Sugar - 2 kilograms
- Sweeteners - 200 pieces
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lemon - 2 kilogram
- Spa Blauw - 90 bottles
- Spa Red - 60 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- White wine - 12 bottles
- Red wine - 8 bottles
- Alcohol-free beer - 24 bottles
- Beer - 72 bottles
- Sparkling wine - 8 bottles
- Ice cubes - 20 kilograms
- Baguettes - 18 pieces
- Wholemeal loaves - 12 pieces
- Mini croissants - 100 pieces
- Unsalted butter - 2 kilograms
- Mild cheese - 3 kilograms
- Aged cheese - 3 kilograms
- Cooked ham - 2 kilograms
- Smoked chicken breast - 2 kilograms
- Hummus - 2 kilograms
- Cream cheese - 2 kilograms
- Strawberry jam - 4 jars
- Honey - 2 jars
- Cucumbers - 12 pieces
- Tomatoes - 4 kilogram
- Lettuce - 10 heads
- Arugula - 1 kilogram
- Peppers - 3 kilograms
- Red onions - 1 kilogram
- Baby potatoes - 12 kilograms
- Mixed vegetables - 12 kilogram
- Chicken breast - 10 kilograms
- Vegetarian burgers - 30 pieces
- Rice - 8 kilograms
- Pasta - 6 kilograms
- Pesto - 2 kilograms
- Pasta sauce - 6 liters
- Mayonnaise - 3 liters
- Ketchup - 2 liters
- Mustard - 1 liter
- Olive oil - 2 liters
- Balsamic vinegar - 1 liter
- Salt - 500 grams
- Black pepper - 250 grams
- Italian herbs - 250 grams
- Garlic - 500 grams
- Parmesan cheese - 1 kilogram
- Fruit salad - 10 kilograms
- Apples - 8 kilograms
- Grapes - 6 kilograms
- Mini muffins - 120 pieces
- Brownies - 100 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Salted nuts - 3 kilogram
- Olives - 3 kilograms
- Grape tomatoes - 3 kilograms
- Tortilla chips - 6 bags
- Salsa sauce - 3 jars
- Paper towels - 12 rolls
- Toilet paper - 36 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- Dishwasher tablets - 50 pieces
- All-purpose cleaner - 2 bottles
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Napkins - 400 pieces

Tips

Prepare one name badge and one printed participant-list copy for every attendee, plus at least 10% extra badges for late registrations or replacements.
For each presentation laptop, carry the required HDMI adapter and a backup cable; bring at least two power strips and two extension cords for the registration desk, stage and speaker table.
Plan two water glasses per attendee for a full-day conference if glasses are not washed during the event, and add 10% extra for speakers and staff.
For a coffee break, allow roughly 2 cups per person and keep enough coffee spoons, serving trays and thermos flasks ready for one refill. Set up kettles or coffee machines at least 30 minutes before the first break.
Test every wireless microphone, microphone stand, projector, screen and presentation clicker at the venue 60–90 minutes before doors open. Keep power banks and spare HDMI adapters at the registration desk.

Frequently asked questions

What do I need for a management conference registration desk?: Prepare one registration desk, a participant list, name badges, pens and a clear place for arrivals. Print the list at least 1 day before the conference and bring 10% extra badges for last-minute changes.
How many chairs and tables do I need for a management conference?: Provide one chair per registered participant, plus 5–10% spare seating if the room allows. Plan a separate registration desk, speaker table and enough tables for the chosen seating layout rather than relying on the venue’s standard setup.
What AV equipment should I bring to a management conference?: Pack a laptop, projector, projection screen, wireless microphones, a microphone stand, presentation clicker, HDMI cables, HDMI adapters, power strips and extension cords. Bring at least one spare HDMI cable and adapter, and test everything 60–90 minutes before the first session.
How much tableware do I need for a full-day management conference?: For each attendee, plan at least one dinner plate, dessert plate, coffee cup, water glass, wine glass, dinner fork, dinner knife and coffee spoon when meals and drinks are served. Add 10% extra tableware, and arrange two cups per person for a coffee break if used items cannot be washed between breaks.

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