What you need for a marketing conference

A marketing conference needs more than chairs and a projector. Your shopping and hire list must cover registration, presentations, sound, power, refreshments and the speaker area. Plan the quantities around your expected attendance, then add a small buffer for last-minute registrations and damaged supplies. Check venue stock before ordering: items such as screens, microphones, chargers, Wi-Fi equipment and serving ware are often assumed to be included but are not.

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What to bring

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

Furniture

Conference chairsqty 110
Tablesqty 14
High tablesqty 10
Registration deskqty 2
Speaker chairsqty 6
Stage sectionsqty 4
Lectern
Coat racksqty 2

Equipment

Projectorqty 2
Projection screensqty 2
Presentation laptopsqty 2
Wireless microphonesqty 4
Microphone standsqty 2
Speakersqty 2
Mixer
Presentation clickersqty 2
Extension cordsqty 6
Power stripsqty 10
Usb sticksqty 6
Wi-Fi router
Laptop chargersqty 4

Tableware

Coffee cupsqty 120
Water glassesqty 120
Wine glassesqty 120
Dinner platesqty 120
Dessert platesqty 120
Dinner cutlery setsqty 120
Serving spoonsqty 12
Coffee spoonsqty 120
Serving traysqty 12
Water carafesqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Ice containersqty 4
Cutting boardsqty 4
Chef's knivesqty 4
Serving tongsqty 12
Serving bowlsqty 12
Thermometerqty 2

Decorations

Name card holdersqty 110
Congress badgesqty 110
Tableclothsqty 14
Stage backdrop
Signage boardsqty 10
Program bannersqty 4
Flower arrangementsqty 8
Pen holdersqty 12

Lighting

LED spotlightsqty 6
Mood lightingqty 4

Cleaning

Waste binsqty 10
Vacuum cleaner
Mopsqty 2
Bucketsqty 2
Dustpan and brushqty 3

Catering

Groceries
- Coffee beans - 4 kilos
- Tea bags - 250 pieces
- Decaffeinated coffee - 1 kilo
- Semi-skimmed milk - 12 liters
- Oat milk - 8 liters
- Sugar - 2 kilos
- Sweeteners - 200 pieces
- Lemons - 3 kilos
- Spa Blauw - 120 bottles
- Spa Red - 60 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Tonic - 12 bottles
- Apple juice - 12 cartons
- Orange juice - 12 cartons
- Beer - 120 bottles
- Alcohol-free beer - 48 bottles
- White wine - 18 bottles
- Red wine - 12 bottles
- Prosecco - 12 bottles
- Ice cubes - 20 kilo
- Croissants - 120 pieces
- Mini whole wheat rolls - 180 pieces
- Mini white rolls - 180 pieces
- Unsalted butter - 3 kilo
- Young cheese - 4 kilos
- Aged cheese - 3 kilos
- Chicken breast topping - 3 kilos
- Hummus - 3 kilos
- Jam - 3 jars
- Peanut butter - 2 jars
- Cucumbers - 4 kilos
- Tomatoes - 4 kilos
- Arugula - 1 kilo
- Mixed lettuce - 5 kilos
- Bell peppers - 3 kilos
- Carrots - 3 kilos
- Cherry tomatoes - 3 kilos
- Grapes - 5 kilos
- Apples - 8 kilos
- Bananas - 6 kilos
- Melons - 4 pieces
- Yogurt - 12 kilo
- Granola - 4 kilo
- Nut mix - 3 kilo
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Snacks - 8 bags
- Olives - 3 kg
- Cheese cubes - 4 kilo
- Mini quiches - 240 pieces
- Vegetarian wraps - 120 pieces
- Chicken wraps - 120 pieces
- Pasta salad - 12 kilos
- Quinoa salad - 8 kilos
- Tomato soup - 20 liters
- Vegetable soup - 12 liters
- Baguettes - 20 pieces
- Herb butter - 3 kilos
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 3 bottles
- Pesto dressing - 3 bottles
- Olive oil - 2 liters
- Balsamic vinegar - 1 liter
- Salt - 1 kilo
- Pepper - 500 grams
- Paprika powder - 250 gram
- Garlic powder - 250 grams
- Vegetarian main courses - 25 portions
- Vegan main courses - 10 portions
- Gluten-free main dishes - 8 portions
- Vegan dessert - 10 portions
- Fresh fruit dessert - 110 portions
- Cookies - 8 packs
- Napkins - 1000 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Paper towels - 12 rolls
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 4 rolls
- Tray wrap - 4 rolls
- Plastic gloves - 4 boxes

Tips

Count one conference chair per attendee, plus separate speaker chairs and a few spare seats. Set aside enough tables for registration, refreshments and any materials rather than trying to use the same table for every purpose.
Plan one presentation laptop and one clicker for the main programme, with a second laptop or USB stick containing the final presentations as backup. Collect and check every presentation before the event, not on the morning itself.
For a room with presentations, match the number of wireless microphones to the format: one for the speaker and at least one for audience questions. Confirm that the mixer, speakers, microphone stands, projector and screens are compatible before delivery.
Allow one coffee cup, water glass and dinner place setting per guest for each service, then add roughly 10% extra. Serving spoons, trays and coffee spoons are easy to miss because caterers may supply food without supplying all tableware.
Prepare power and connectivity before shopping day: use power strips and extension cords for the registration desk and presentation area, keep chargers with the presentation laptops, and bring a Wi-Fi router if the venue connection is unreliable. Pack USB sticks with the attendee list and presentation files at least one day before setup.

Frequently asked questions

How many chairs do I need for a marketing conference?: Plan one chair per registered attendee, plus separate speaker chairs and 5–10% spare seating. For 100 attendees, that means at least 100 audience chairs and around 5–10 additional chairs, depending on the room layout.
How many microphones are needed for a conference?: For a single-speaker programme, start with one wireless microphone and add a second for questions or moderation. For panels, allow one microphone per person, plus one spare if the budget and equipment allow.
How much tableware should I buy for a marketing conference?: Use the final catering count as your base and add about 10% extra. For 100 guests, prepare roughly 110 coffee cups, water glasses, plates and cutlery sets for each planned service, adjusted for whether items are washed and reused.
When should I prepare conference equipment and materials?: Check compatibility and venue stock at least 7 days before the conference. Pack USB sticks, chargers, badges and printed materials no later than the day before, and bring them to the venue before registration opens.

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