What you need for a medical lecture

A medical lecture needs more than chairs and a projector. You need a reliable presentation setup, a clear registration point, visible wayfinding and enough tableware for coffee, water and snacks. Plan the quantities around your confirmed attendee count, then add a small buffer so late registrations and replacements do not disrupt the session. The list below covers the equipment, serving items and room supplies to buy or bring, while the practical notes focus on what is commonly forgotten.

Organize this event for free with Lizzt

What to bring

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

Furniture

Chairsqty 60
Tablesqty 8
Registration desk
Speaker table

Equipment

Projector
Projection screen
Laptop
Wireless microphone
Speakerqty 2
Extension cordsqty 4
Power stripsqty 3
Laser pointer
Presentation clicker

Tableware

Coffee cupsqty 60
Water glassesqty 60
Platesqty 60
Cutlery setsqty 60
Serving plattersqty 8
Coffee potsqty 3
Thermos flasksqty 4

Kitchen

Coolersqty 3
Cutting boardsqty 3
Bread knivesqty 2
Serving tongsqty 4
Kettlesqty 2
Waste binsqty 4

Decorations

Name badgesqty 60
Tableclothsqty 8
Signage boardsqty 6
Arrow board holdersqty 6
Notepadsqty 60
Ballpoint pensqty 60
Clipboardsqty 4

Cleaning

Hand sanitizerqty 4
Microfiber clothsqty 8
Broom
Litter picker

Catering

Groceries
- Coffee - 3 packs
- Tea - 2 boxes
- Decaf coffee - 1 pack
- Milk - 6 liters
- Oat milk - 3 liters
- Sugar - 2 kilograms
- Sweetener - 1 box
- Spa Blue - 60 bottles
- Spa Rood - 24 small bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Cola - 6 liters
- Cola Zero - 6 liters
- Lemons - 12 pieces
- Bread - 10 loaves
- Wholemeal bread - 6 loaves
- Butter - 500 grams
- Young cheese - 2 kilograms
- Aged cheese - 1 kilogram
- Back ham - 1,5 kilogram
- Turkey breast - 1 kilogram
- Hummus - 1 kilogram
- Cream cheese - 750 grams
- Peanut butter - 500 grams
- Jam - 2 jars
- Lettuce - 6 heads
- Cucumbers - 8 pieces
- Tomatoes - 3 kilograms
- Bell peppers - 2 kilograms
- Apples - 5 kilograms
- Bananas - 4 kilogram
- Grapes - 3 kilograms
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Salted crackers - 6 packs
- Gluten-free crackers - 2 packs
- Cookies - 6 packs
- Gluten-free cookies - 2 packs
- Mayonnaise - 1 bottle
- Mustard - 1 jar
- Ketchup - 1 bottle
- Olive oil - 1 bottle
- Salt - 1 pack
- Pepper - 1 shaker
- Napkins - 200 pieces
- Paper towels - 6 rolls
- Paper towels - 4 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- Cleaning spray - 2 bottles

Tips

Prepare one name badge and one printed participant-list entry per registered attendee, plus 10% extra badges for late registrations or damaged labels. Put pens at the registration table; they are easy to overlook.
For the presentation, bring the laptop, projector, screen, clicker, laser pointer, microphone, speaker and the correct cables. Pack at least two extension cords and two power strips, then test the complete setup before guests arrive.
Plan two drinks per person for the first hour, including coffee, tea and water, and keep extra water available for the speaker. Chill drinks before opening the venue rather than relying on coolers at the last minute.
Allow one coffee cup, water glass, plate and cutlery set per attendee, plus roughly 10% spare. Serving platters, tongs, bread knives and coffee pots are often missed when the catering is bought separately.
Set out tablecloths, waste bins and directional signs before registration opens. Place one sign at every decision point, and check that arrows remain visible from the entrance instead of being hidden behind people or doors.

Frequently asked questions

What equipment do I need for a medical lecture?: Bring a laptop, projector, projection screen, presentation clicker, laser pointer, wireless microphone and speaker. Pack at least two extension cords and two power strips, and test everything at least 60 minutes before the lecture.
How many chairs and tables do I need for a medical lecture?: Provide one chair per registered participant, plus 5% spare if the room allows it. Plan one registration table, one speaker table and enough attendee tables for the seating layout; confirm the final count after registrations close.
How much coffee and water should I buy for a medical lecture?: For the first hour, plan two drinks per person, with coffee, tea and water included in that total. Add around 10% extra cups and glasses, and have additional water ready for the speaker and anyone who stays after the session.
When should I prepare the medical lecture supplies?: Confirm the presentation file and technical requirements at least 24 hours in advance. Set up the registration table, signs, seating, catering supplies and AV equipment at least 60 minutes before doors open.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.