What you need for a media presentation

A media presentation needs more than a room and a projector. You need reliable presentation equipment, enough tableware for drinks and catering, and a clear registration setup for guests and press. Use the quantities in your plan as a starting point, then add a small buffer for late arrivals, technical replacements and unexpected guests. Check adapters, cables, microphones and power supplies before shopping day; these are often the items discovered too late.

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What to bring

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

Furniture

Tablesqty 10
Chairsqty 80
Buffet tablesqty 3
Registration desk
Bar stoolsqty 8
Coat racksqty 3
Waste binsqty 6

Equipment

Projector
Projection screen
Laptop
HDMI cablesqty 3
HDMI adaptersqty 3
Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
Power banksqty 4
Presentation clickerqty 2
Pen laser

Tableware

Wine glassesqty 90
Water glassesqty 90
Coffee cupsqty 80
Platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 80
Serving utensilsqty 12
Coffee potsqty 4
Water jugsqty 8

Kitchen

Coolersqty 4
Ice containersqty 3
Cutting boardsqty 3
Chef's knives and bread knivesqty 4
Serving plattersqty 12
Serving trays with lidsqty 6
Thermos flasksqty 4
Bottle openersqty 4
Corkscrewsqty 3

Decorations

Back wall with logo
Tableclothsqty 10
Table runnersqty 10
Flower arrangementsqty 8
Name badgesqty 100
Badge holdersqty 100
Wayfinding signsqty 8
Arrow stickersqty 24
Table numbersqty 10

Lighting

LED lampsqty 8
String lightsqty 4
Batteriesqty 24

Cleaning

Cleaning bucketsqty 3
Microfiber clothsqty 12
Broom and dustpanqty 2
Mop setsqty 2
Hand soap dispensersqty 4

Catering

Groceries
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 kilos
- Sweetener - 1 box
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lemons - 3 kilos
- Still mineral water - 12 bottles
- Sparkling mineral water - 12 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Tonic - 4 bottles
- Ginger beer - 4 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Alcohol-free beer - 36 bottles
- Beer - 96 bottles
- White wine - 12 bottles
- Red wine - 6 bottles
- Prosecco - 8 bottles
- Cocktail mix - 6 bottles
- Ice cubes - 20 kilo
- Baguettes - 20 pieces
- Whole grain bread - 8 loaves
- Mini wraps - 120 pieces
- Cream cheese - 2 kilo
- Hummus - 2 kilos
- Smoked salmon - 1.5 kilos
- Back ham - 1.5 kilos
- Young cheese - 2 kilos
- Vegan block cheese - 1 kilo
- Herb butter - 1 kilo
- Cucumbers - 3 kilos
- Cherry tomatoes - 3 kilos
- Bell peppers - 2 kilos
- Arugula - 1 kilo
- Mixed lettuce - 3 kilos
- Grapes - 5 kilos
- Apples - 5 kilo
- Pears - 4 kg
- Bananas - 4 kilos
- Mini croissants - 100 pieces
- Brownies - 100 pieces
- Mini muffins - 100 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Salted nuts - 3 kilos
- Olives - 2 kilos
- Sun-dried tomatoes - 1 kilo
- Ketchup - 2 bottles
- Mayonnaise - 2 bottles
- Mustard - 2 bottles
- Balsamic vinegar - 2 bottles
- Olive oil - 2 bottles
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Italian herbs - 1 jar
- Napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 36 rolls
- Trash bags - 60 pieces
- Dish soap - 3 bottles
- Dishwasher tablets - 60 pieces
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant spray - 2 bottles
- Hand sanitizer - 6 bottles
- Aluminum foil - 3 rolls
- Cling film - 3 rolls
- Baking paper - 2 rolls
- Disposable gloves - 200 pieces

Tips

Plan two glasses per guest if you are serving both water and wine, plus at least one spare glass for every 10 guests. Count coffee cups separately rather than assuming wine glasses can cover the whole presentation.
Bring the laptop, presentation clicker, laser pointer, HDMI cables and the correct HDMI adapters together in one equipment case. Test the full connection at least 24 hours before presenters arrive.
Allow one wireless microphone for the presenter and a second for questions if the room is large or the audience will participate. Bring microphone stands, speakers, a mixer and extension cords even when the venue says basic sound is available.
Set aside power strips, extension cords and power banks before loading the car. A presentation laptop, projector, mixer and charging phones can quickly use more accessible outlets than expected.
Prepare the registration desk with the printed attendance list, name badges and pens, and keep press kits and media kits in separate piles. Put at least 10 percent more badges and printed materials aside than the number of confirmed guests.

Frequently asked questions

What equipment do I need for a media presentation?: At minimum, plan for a laptop, projector, projection screen, HDMI cables, the required adapters and a presentation clicker. For spoken presentations, add microphones, speakers and a mixer, then test everything at least 24 hours beforehand.
How many glasses and coffee cups do I need for a press presentation?: Use the guest count as your base: one water glass and one wine glass per person when both are served, with a 10 percent spare allowance. Plan one coffee cup per guest per serving round, plus at least 10 extra cups for late arrivals or replacements.
What should I bring for registration at a media event?: Set up a registration desk with the printed attendance list, name badges and pens. Prepare badges and press materials for the confirmed guest count plus 10 percent, and place the desk where it can open at least 30 minutes before the program starts.
When should I buy drinks and chill them?: Buy non-perishable drinks and serving supplies at least 1–2 days before the presentation. Chill wine, water and other drinks several hours before guests arrive, while keeping a small reserve available for late deliveries or higher attendance.

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