What you need for a network conference

A network conference needs more than chairs and coffee. You need a clear setup for registration, presentations, refreshments and informal conversations, with enough equipment for speakers and attendees. Use the plan below to organize furniture, tableware, AV equipment and catering supplies without last-minute shopping. Check quantities against your expected attendance, then confirm deliveries and test all presentation equipment before the event day.

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What to bring

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

Furniture

Rectangular tablesqty 10
High tablesqty 8
Chairsqty 90
Registration desk
Buffet tablesqty 4
Speaker chairsqty 4
Coat racksqty 3

Tableware

Coffee cupsqty 100
Water glassesqty 120
Wine glassesqty 100
Beer glassesqty 100
Dinner platesqty 100
Dessert platesqty 100
Cutlery setsqty 100
Serving plattersqty 15
Serving tongsqty 8

Equipment

Projector
Projection screen
Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Audio mixer
Laptop
HDMI cablesqty 3
Extension cordsqty 5
Power stripsqty 5
Presentation clickerqty 2
Wi-Fi router
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2

Kitchen

Thermos flasksqty 6
Coffee filtersqty 100
Cutting boardsqty 4
Chef's knivesqty 4
Serving knivesqty 4
Measuring cupsqty 2
Small bowlsqty 12
Bottle openersqty 4
Wine openersqty 4
Ice cube traysqty 4

Decorations

Tablecloth setsqty 10
Name card holdersqty 90
Flower arrangementsqty 10
Logo backdrop
Balloon archesqty 2
Table decorationsqty 10
Directional signsqty 8
Name badge holdersqty 90

Lighting

Atmosphere lightsqty 10
LED string lightsqty 4
Battery lampsqty 12

Catering

Groceries
- Coffee beans - 2 kilograms
- Tea bags - 150 pieces
- Black tea - 2 boxes
- Green tea - 1 box
- Herbal tea - 1 box
- Sugar - 2 kilograms
- Sweeteners - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lemons - 3 kilogram
- Still mineral water - 60 liters
- Sparkling mineral water - 40 liters
- Cola - 12 liters
- Cola Zero - 12 liters
- Orange soda - 8 liters
- Iced tea - 8 liters
- Apple juice - 6 liters
- Orange juice - 6 liters
- Tonic water - 6 liter
- Ginger beer - 6 liters
- Alcohol-free beer - 36 bottles
- Pilsner - 72 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 6 bottles
- Prosecco - 6 bottles
- Bitter lemon - 4 liters
- Oranges - 4 kilograms
- Apples - 5 kilograms
- Bananas - 4 kilogram
- Grapes - 4 kilograms
- Strawberries - 3 kilograms
- Cucumbers - 3 kilograms
- Cherry tomatoes - 3 kilograms
- Carrots - 2 kilogram
- Bell peppers - 2 kilograms
- Hummus - 2 kilograms
- Cream cheese - 1 kilogram
- Young cheese - 2 kilograms
- Brie - 1 kilogram
- Smoked chicken breast - 1 kilogram
- Back ham - 1 kilogram
- Arugula - 500 grams
- Iceberg lettuce - 4 heads
- Whole grain bread - 8 loaves
- White bread - 6 loaves
- Mini wraps - 120 pieces
- Whole wheat wraps - 60 pieces
- Butter - 1 kilogram
- Strawberry jam - 2 jars
- Peanut butter - 2 jars
- Mayonnaise - 2 bottles
- Mustard - 2 bottles
- Ketchup - 2 bottles
- Balsamic dressing - 2 bottles
- Olive oil - 1 liter
- Salt - 500 grams
- Black pepper - 250 grams
- Paprika powder - 100 grams
- Garlic powder - 100 grams
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snack mix - 6 bags
- Olives - 2 kilograms
- Mixed nuts - 2 kilograms
- Rice crackers - 6 packs
- Mini quiches - 120 pieces
- Vegetarian bites - 120 pieces
- Chicken skewers - 120 pieces
- Mini samosas - 120 pieces
- Pasta - 8 kilograms
- Pesto sauce - 2 kilograms
- Tomato sauce - 3 kilograms
- Parmesan cheese - 1 kilogram
- Mixed salad - 6 kilograms
- Sandwiches - 100 pieces
- Vegetarian sandwiches - 25 pieces
- Vegan sandwiches - 15 pieces
- Gluten-free rolls - 8 pieces
- Chocolate mousse - 80 servings
- Fresh fruit dessert - 80 portions
- Cookies - 8 packs
- Napkins - 500 pieces
- Paper coffee cups - 150 pieces
- Wooden stirrers - 200 pieces
- Cocktail sticks - 300 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- Dishwasher tablets - 40 pieces
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Disinfecting wipes - 3 packs
- Sponges - 6 pieces
- Toilet paper - 36 rolls
- Hand soap - 4 bottles
- Paper towels - 8 packs

Office supplies

Program flyersqty 100
Name badgesqty 100
Ballpoint pensqty 100
Notepadsqty 100
Conversation cardsqty 100
Paper tapeqty 6
Permanent markersqty 12
Clipboardsqty 4
Name stickersqty 120
Envelopesqty 100

Cleaning

Waste binsqty 8
Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Cleaning clothsqty 12
Broomqty 2
Dustpan and brushqty 2
Rubber glovesqty 8
Hand sanitizer holdersqty 6

Clothing

Service ribbonsqty 8
Apronsqty 8

Safety

Cable matsqty 8
Non-slip matsqty 6
Flashlightsqty 4

Tips

Plan one registration desk with the participant list, printed name badges and a few spare badges for walk-ins or corrections. Set it up at least 45 minutes before doors open so registration does not block the entrance.
For a full conference day, allow roughly 2–3 coffee servings per person, 1–1.5 litres of water per person and extra soft drinks for breaks. Chill drinks several hours before guests arrive and keep reserve stock in coolers.
Provide one chair per attendee, plus separate speaker chairs and enough high tables for informal conversations. A practical starting point is one high table for every 8–10 guests, depending on the room layout.
Bring one laptop, projector, projection screen, presentation clicker and HDMI cable for the main presentation area. Pack at least two extension cords and power strips, and test the connection with the actual laptop before speakers arrive.
Set out water glasses near the speaker area and coffee cups at the coffee machines rather than placing everything on one table. Keep serving platters, tongs and labelled catering boxes ready before snacks and dietary-specific food are delivered.

Frequently asked questions

What should I buy for a network conference?: You need furniture, registration supplies, tableware, catering equipment and presentation equipment. For the AV setup, plan at least one projector, screen, laptop, presentation clicker, HDMI cable, speakers and wireless microphones.
How much water and coffee do I need per conference attendee?: Allow about 1–1.5 litres of water and 2–3 coffee servings per person for a full-day conference. Add extra drinks for speakers, staff and a small reserve for delays or warm weather.
How many microphones are needed for a network conference?: One wireless microphone is enough for a single presenter, but plan two if you expect questions, panel discussions or handovers between speakers. Add microphone stands if microphones need to remain in fixed positions.
When should I prepare the conference shopping and equipment?: Confirm deliveries and complete the main shopping at least 2–3 days before the event. Chill drinks, label catering boxes and test the projector, audio mixer, microphones and cables on the day before the conference.

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