What You Need for a Neighborhood Conference

A neighborhood conference needs more than chairs and a projector. Plan for registration, several discussion spaces, presentations, refreshments, accessibility, and clear wayfinding from the moment attendees arrive. This shopping list covers the physical supplies for seating, catering, coffee service, audio-visual equipment, and participant materials. Use your confirmed attendance to calculate quantities, then add a small buffer for last-minute guests, damaged items, and volunteers who need their own supplies.

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What to bring

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

Furniture

Folding tablesqty 14
Chairsqty 120
Registration desk
Stage table
Buffet tablesqty 4
Stoolsqty 10
Waste binsqty 8
Clothes racksqty 2

Tableware

Coffee cupsqty 120
Glassesqty 150
Platesqty 150
Forksqty 150
Knivesqty 150
Spoonsqty 150
Serving spoonsqty 12
Serving plattersqty 16

Equipment

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Projector
Projection screen
Laptopsqty 2
HDMI cablesqty 4
Extension cordsqty 4
Power stripsqty 8
Wireless microphonesqty 3
Speakersqty 2
Microphone standsqty 2
Flip chartsqty 8
Whiteboardsqty 4
Presentation clickerqty 2

Decorations

Buntingqty 6
Tableclothsqty 14
Flower arrangementsqty 8
Balloonsqty 100
Balloon ribbonqty 2
Adhesive stripsqty 4

Paper goods

Name badge holdersqty 120
Name badge cardsqty 130
Notepadsqty 120
Ballpoint pensqty 150
Flip chart sheetsqty 80
Presentation cardsqty 120
Directional signsqty 20
Program leafletsqty 130

Lighting

LED string lightsqty 4
Standing lampsqty 4

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving traysqty 12
Pliersqty 8
Measuring cupsqty 3
Milk jugsqty 6
Sugar bowlsqty 6
Water jugsqty 12

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 8
Hand soap dispensersqty 4

Catering

Water dispensersqty 3
Bread basketsqty 8
Serving traysqty 10
Table numbersqty 14
Serving bowlsqty 12
Ice packsqty 20
Coffee filtersqty 3
Teapotsqty 6
Groceries
- Coffee beans - 3 kilo
- Black tea - 4 boxes
- Green tea - 2 boxes
- Herbal tea - 2 boxes
- Hot chocolate - 2 packs
- Sugar - 2 kilos
- Milk - 12 liters
- Oat milk - 6 liters
- Lemon - 2 kilos
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Ginger ale - 4 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Alcohol-free beer - 48 bottles
- Beer - 72 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Sparkling water - 6 bottles
- Baguettes - 12 pieces
- Whole grain bread - 8 loaves
- White bread - 6 loaves
- Whole wheat wraps - 8 packs
- Butter - 4 packs
- Hummus - 12 tubs
- Cream cheese - 8 tubs
- Young cheese - 3 kilos
- Aged cheese - 2 kilo
- Chicken breast slices - 2 kilos
- Beef smoked meat - 1 kilo
- Vegetarian spread - 8 tubs
- Jam - 4 jars
- Peanut butter - 3 jars
- Cucumbers - 12 pieces
- Tomatoes - 3 kilos
- Bell peppers - 2 kilos
- Carrots - 2 kilo
- Cherry tomatoes - 2 kilos
- Arugula - 8 bags
- Mixed salad - 8 bags
- Red onion - 1 kilo
- Corn - 8 cans
- Chickpeas - 8 cans
- Olives - 6 jars
- Pickles - 4 jars
- Apples - 10 kilos
- Bananas - 8 kilos
- Grapes - 6 kilos
- Mandarins - 6 kilos
- Strawberries - 4 kilos
- Nut mix - 3 kilo
- Raisins - 2 kilos
- Plain chips - 10 bags
- Paprika chips - 10 bags
- Tortilla chips - 8 bags
- Salted pretzels - 6 bags
- Rice cakes - 8 packs
- Crackers - 10 packs
- Cookies - 12 packs
- Muesli bars - 120 pieces
- Brownies - 120 pieces
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 jars
- Yogurt dressing - 3 bottles
- Balsamic dressing - 2 bottles
- Olive oil - 2 bottles
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Herb mix - 2 jars
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 2 rolls
- Paper napkins - 12 packs
- Paper towels - 12 rolls
- Paper towels - 8 rolls
- Toilet paper - 48 rolls
- Trash bags - 5 rolls
- Dishwasher tablets - 1 box
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 6 packs
- Nitrile gloves - 4 boxes
- Hand soap - 6 bottles
- Tissues - 12 boxes

Tips

Plan one registration table near the entrance, with enough chairs for the people checking attendees in. Prepare name badges, printed attendee lists, and pens at least one day before the conference.
For coffee and water service, provide one cup or glass per attendee plus 10% extra. Keep spare coffee cups, glasses, plates, cutlery, serving platters, and serving spoons at the buffet rather than relying on the exact headcount.
Check the room layout before delivery: count chairs for the main session, add seats for each discussion room, and leave clear routes for wheelchair users. Put waste bins beside the buffet and at the exits, not only near the registration area.
Test every presentation laptop, projector, screen, HDMI cable, microphone, speaker, extension reel, and power strip at least two hours before doors open. Bring one spare HDMI cable and keep cables taped down across walking routes.
If coats or bags cannot stay with attendees, set up clothing racks before registration opens and label them clearly. Put flip-charts, markers, printed discussion questions, and presentation copies in each conversation room before the first session.

Frequently asked questions

How many chairs do I need for a neighborhood conference?: Start with one chair per confirmed attendee, then add 5–10% for late arrivals and volunteers. Count the main room and every discussion room separately so chairs are not moved during the programme.
How much coffee and water should I buy for a neighborhood conference?: Allow two to three hot drinks per person during the first hour, then about one drink per person for each additional hour. For water, plan at least 500 ml per attendee, plus 10% extra for speakers, volunteers, and warm rooms.
What AV equipment is needed for a neighborhood conference?: At minimum, prepare a projector, projection screen, presentation laptop, HDMI cables, power strips, extension reels, microphones, speakers, and microphone stands. Test the complete setup at least two hours before attendees arrive.
When should I prepare name badges and printed materials?: Print the attendee list, name badges, discussion questions, and presentation copies one day before the conference, after registration closes if possible. Keep 10 blank badges and 10% extra printed copies for walk-ins and corrections.

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