What you need for a neighborhood conference

A neighborhood conference needs more than chairs and a projector. Plan separate supplies for registration, workshops, refreshments, presentations and accessibility, so setup does not become a last-minute scramble. This shopping list covers the practical equipment and serving items that support a full conference day, including coffee service, food handling and room changes. Use your registration numbers to set quantities, then add a small buffer for walk-ins, spills and replacements.

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What to bring

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

Furniture

Tablesqty 12
Chairsqty 90
Bar stoolsqty 6
Tableclothsqty 12
Stoolsqty 20
Stage table
Registration desk
Coat racksqty 3

Tableware

Reusable platesqty 100
Reusable bowlsqty 100
Reusable glassesqty 120
Coffee cupsqty 80
Knivesqty 100
Forksqty 100
Spoonsqty 100
Serving spoonsqty 12
Serving plattersqty 12
Serving traysqty 6

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving tongsqty 8
Kitchen countertopsqty 6
Food warmersqty 6

Equipment

Laptop
Projector
Projection screen
Speakersqty 2
Microphonesqty 3
Microphone standsqty 2
Mixer
Extension cordsqty 8
Power stripsqty 8
Laptop chargersqty 2
Power banksqty 4

Decorations

Buntingqty 8
Balloonsqty 100
Balloon pumpqty 2
Flower arrangementsqty 8
Chalkboardsqty 6
Table numbersqty 12
Directional signsqty 8
Name badgesqty 100
Name card holdersqty 100
Adhesive stripsqty 2

Lighting

LED lampsqty 8
String lightsqty 4
Batteriesqty 24

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Vacuum cleaner
Cleaning glovesqty 8
Waste binsqty 8

Catering

Groceries
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Tea bags - 200 pieces
- Herbal tea - 2 boxes
- Sugar - 2 kilos
- Mints - 1 box
- Milk - 12 liters
- Oat milk - 6 liters
- Lemons - 2 kilos
- Sparkling water - 12 bottles
- Still water - 24 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Alcohol-free beer - 48 bottles
- Beer - 48 bottles
- White wine - 8 bottles
- Red wine - 6 bottles
- Alcohol-free wine - 4 bottles
- Baguettes - 20 pieces
- Whole wheat bread - 12 loaves
- Mini wraps - 100 pieces
- Bread rolls - 80 pieces
- Butter - 1 kilo
- Cream cheese - 2 kilo
- Young cheese - 3 kilos
- Aged cheese - 2 kilo
- Goat cheese - 1 kilo
- Hummus - 2 kilos
- Herb cream cheese - 1 kilo
- Chicken breast slices - 2 kilos
- Smoked salmon - 1 kilo
- Egg salad - 1 kilo
- Peanut butter - 2 jars
- Jam - 3 jars
- Mayonnaise - 2 bottles
- Mustard - 2 jars
- Ketchup - 2 bottles
- Pesto - 4 jars
- Olive oil - 2 liters
- Balsamic vinegar - 1 bottle
- Salt - 1 kilo
- Black pepper - 250 grams
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Italian herbs - 1 jar
- Cucumbers - 12 pieces
- Tomatoes - 5 kilos
- Bell peppers - 20 pieces
- Carrots - 4 kilos
- Red onions - 2 kilos
- Lettuce - 12 heads
- Arugula - 1 kilo
- Avocados - 20 pieces
- Apples - 8 kilos
- Bananas - 6 kilos
- Grapes - 5 kilos
- Mandarins - 5 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Nut mix - 3 kilo
- Olives - 2 kilos
- Pickles - 3 jars
- Rice - 8 kilo
- Pasta - 8 kilo
- Tomato sauce - 12 jars
- Chickpeas - 12 cans
- Lentils - 8 cans
- Vegetable stock - 2 boxes
- Coconut milk - 8 cans
- Vegetable mix - 8 kilos
- Mushrooms - 3 kilo
- Herb cheese - 1 kilo
- Banana bread - 6 pieces
- Apple pie - 6 pieces
- Cookies - 8 packs
- Brownies - 6 trays
- Vegan cookies - 4 packs
- Allergen labels - 2 sets
- Napkins - 400 pieces
- Paper cups - 200 pieces
- Stir sticks - 250 pieces
- Toothpicks - 2 packs
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Trash bags - 60 pieces
- Dishwasher tablets - 40 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Toilet paper - 24 rolls
- Hand soap - 6 bottles
- Paper towels - 8 packs
- Disinfectant wipes - 4 packs
- Rubber gloves - 12 pairs
- Bandages - 2 boxes
- Colored pencils - 12 boxes
- Felt-tip markers - 12 boxes
- Sticky notes - 20 pads
- Ballpoint pens - 100 pieces
- Paper name labels - 120 pieces
- Printer paper - 3 reams
- Coffee filters - 3 packs

Tips

Plan one registration desk with name badges, printed materials and a laptop, and prepare at least 10% more badges than the number of confirmed attendees for late registrations and spelling corrections.
For refreshments, count one reusable glass, plate, bowl, cup, knife, fork and spoon per attendee per service, then add 10% extra; serving spoons, platters and trays are shared items, not one per person.
Allow roughly one coffee cup per person per break and provide enough hot-water capacity for the full room; thermos flasks help keep coffee available while a coffee machine or kettle is being refilled.
Match the room equipment to the published program: provide a laptop, projector and projection screen for presentations, and test every connection before attendees arrive rather than during the first workshop.
Do not leave furniture until the morning of the conference: set aside tables, chairs, stools, tablecloths, a stage table, coat racks and workshop-room furniture early enough to follow the floor plan.

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 speakers, volunteers, late arrivals and room changes. If 80 people register, prepare about 84 to 88 chairs.
How much tableware do I need for a neighborhood conference?: For each meal or refreshment service, plan one plate, bowl, glass, coffee cup, knife, fork and spoon per attendee, plus 10% spare. Serving platters, trays, tongs and serving spoons can usually be shared across food stations.
When should I buy or reserve conference equipment?: Reserve furniture, coffee equipment and presentation equipment at least 2–4 weeks before the event. Test the laptop, projector and screen no later than the day before, and confirm that every workshop room has what its session needs.
How many coffee cups and glasses are needed per person?: Allow one coffee cup per person per scheduled break and one reusable glass per attendee for each drinks service. Add 10% extra to both quantities if washing facilities are limited or people will move between rooms.

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