What You Need for a Mini Symposium

A mini symposium needs more than chairs and a projector. Plan supplies for registration, presentations, catering, refreshments and clear wayfinding, then check what the venue already provides. For each attendee, allow one program booklet, one name badge, one pen and at least one water glass. Confirm dietary requirements before ordering food, and test every cable, microphone and adapter before guests arrive.

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What to bring

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

Furniture

Tablesqty 10
Chairsqty 70
Clothes racksqty 2
Buffet tablesqty 4

Tableware

Coffee cupsqty 70
Water glassesqty 70
Wine glassesqty 70
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 12
Serving utensilsqty 12

Equipment

Projector
Projection screen
Presentation laptop
Presentation clicker
Wireless microphonesqty 2
Speakersqty 2
Microphone standsqty 2
HDMI adaptersqty 3
Extension cordsqty 4
Power stripsqty 4

Registration

Name badgesqty 70
Lanyardsqty 70
Program bookletsqty 70
Pensqty 80
Registration clipboardsqty 4
Table signsqty 8

Decorations

Tableclothsqty 10
Flower arrangementsqty 6
Welcome sign

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 3
Kitchen knivesqty 3
Serving spoonsqty 8

Cleaning

Waste binsqty 4
Trash bag holdersqty 4
Cleaning clothsqty 12
Dish brushesqty 3

Catering

Groceries
- Coffee - 3 packs
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 2 packs
- Mints - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- White wine - 8 bottles
- Red wine - 5 bottles
- Alcohol-free beer - 2 crates
- Beer - 3 crates
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Salty sticks - 4 bags
- Mixed nuts - 3 bags
- Olives - 4 jars
- Grapes - 5 tubs
- Apples - 60 pieces
- Mini cucumbers - 4 packs
- Cherry tomatoes - 4 trays
- Baguettes - 12 pieces
- Wholemeal bread - 6 loaves
- Wraps - 80 pieces
- Hummus - 10 tubs
- Cream cheese - 8 tubs
- Young cheese - 4 kilos
- Aged cheese - 3 kilos
- Smoked chicken breast - 3 kilos
- Vegetarian fillings - 3 kilos
- Vegan fillings - 2 kilos
- Lettuce - 8 heads
- Tomatoes - 5 kilos
- Cucumbers - 4 kilos
- Bell peppers - 3 kilos
- Red onions - 1 kilo
- Potato salad - 6 kilos
- Pasta salad - 6 kilos
- Green salad - 5 kilos
- Quiches - 8 pieces
- Vegetarian quiches - 5 pieces
- Vegan salad platters - 4 pieces
- Gluten-free sandwiches - 12 pieces
- Mayonnaise - 2 jars
- Mustard - 2 jars
- Ketchup - 2 bottles
- Olive oil - 1 bottle
- Balsamic vinegar - 1 bottle
- Salt - 1 pack
- Black pepper - 1 jar
- Italian herbs - 1 jar
- Cookies - 6 packs
- Mini muffins - 100 pieces
- Unsalted butter - 2 packs
- Lemons - 12 pieces
- Ice cubes - 10 kilos
- Napkins - 300 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Parchment paper - 1 roll
- Dish soap - 2 bottles
- Dishwasher tablets - 30 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Hand soap - 4 bottles
- Paper towels - 4 packs

Tips

Prepare one name badge, lanyard, program booklet and pen per attendee, plus 5–10% spares for late registrations, damaged badges or forgotten supplies.
For a half-day symposium, plan roughly 0.5–1 litre of water per person and 2–3 coffee servings per person. Add extra cups and glasses if the catering area is self-service.
Check the presentation setup at least 60 minutes before registration opens. Test the projector, screen, laptop, clicker, microphones, speakers, HDMI adapters, extension cords and power strips together.
Bring one registration clipboard and a printed participant list for each person working at check-in. Place the welcome sign and table signs before attendees arrive so people can find registration and rooms without asking.
Order or pack 5–10% more plates, cutlery, cups and serving utensils than your confirmed headcount. Catering often needs extra table space, tablecloths and serving platters, which are easy to overlook when the venue supplies only the food.

Frequently asked questions

What stationery do I need for a mini symposium?: Prepare one name badge, lanyard, program booklet and pen per participant, plus 5–10% spares. Bring registration clipboards and a printed participant list for check-in.
How much water and coffee should I buy for a mini symposium?: For a half-day event, allow 0.5–1 litre of water and about 2–3 coffee servings per person. Add 10% extra drinks when the program includes networking or runs longer than four hours.
What AV equipment is needed for a mini symposium?: Plan a projector, projection screen, presentation laptop, clicker, microphones, speakers, microphone stands, HDMI adapters, extension cords and power strips. Test the complete setup at least 60 minutes before guests arrive.
How many event supplies should I bring?: Use the confirmed participant count as your baseline and add 5–10% for badges, booklets, pens, plates, cutlery, cups and glasses. Confirm final attendance and dietary requirements at least 3–5 days before ordering catering.

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