What you need for a networking conference

Use this shopping list to prepare a networking conference without running short on practical essentials. Plan furniture around your expected attendance, then check every presentation connection, microphone and power point before the venue opens. For catering, count registered guests plus speakers and staff, and allow extra tableware for breaks. Name badges, printed programmes, route signs and charging points are easy to arrange late, so buy or collect them before the final guest list is closed.

Organize this event for free with Lizzt

What to bring

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

Furniture

Reception tablesqty 2
Buffet tablesqty 6
Network tablesqty 12
Chairsqty 90
Speaker table
Stoolsqty 6
Tableclothsqty 20
Clothes hangersqty 2

Equipment

Projector
Projection screen
Laptopqty 2
HDMI cablesqty 3
HDMI adaptersqty 4
Microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Mixer
Extension cordsqty 8
Power stripsqty 8
Charging stationsqty 3
Laser pointerqty 2
Presentation clickerqty 2
WiFi extendersqty 2

Tableware

Coffee cupsqty 100
Water glassesqty 120
Wine glassesqty 100
Platesqty 120
Dessert platesqty 100
Coffee spoonsqty 100
Eating forksqty 120
Eating knivesqty 120
Tablespoonsqty 100

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 8
Insulated beverage dispensersqty 4
Coolersqty 6
Serving plattersqty 20
Serving spoonsqty 12
Cutting boardsqty 4
Chef's knifeqty 4
Oven mittsqty 4
Food containersqty 20
Food coversqty 6
Serving tongsqty 12

Decorations

Name card holdersqty 12
Name badge holdersqty 90
Pensqty 100
Notepadsqty 90
Clipboardsqty 6
Table numbersqty 12
Directional signsqty 12
Backdrop banner
Plantsqty 8
Buntingqty 6

Lighting

Atmosphere lightsqty 8
String lightsqty 4

Cleaning

Waste binsqty 8
Dustpan and brushqty 2
Broomqty 2
Mopsqty 2
Bucketsqty 3
Cleaning glovesqty 6

Catering

Groceries
- Coffee beans - 3 kilo
- Decaf coffee - 500 grams
- Black tea - 100 tea bags
- Herbal tea - 60 tea bags
- Green tea - 40 bags
- Sugar - 2 kilos
- Sweeteners - 200 pieces
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lactose-free milk - 3 liters
- Lemon - 2 kilos
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Tonic - 4 bottles
- Ginger beer - 4 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Beer - 120 bottles
- Alcohol-free beer - 48 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 6 bottles
- Olives - 2 kilos
- Mixed nuts - 2 kilos
- Salted peanuts - 1 kilo
- Paprika chips - 1 kilo
- Plain chips - 1 kilo
- Tortilla chips - 1 kilo
- Hummus - 2 kilos
- Guacamole - 1 kilo
- Salsa - 1 kilo
- Cheese cubes - 2 kilos
- Grapes - 3 kilos
- Apples - 60 pieces
- Pears - 40 pieces
- Bananas - 40 pieces
- Cucumber - 10 pieces
- Carrots - 3 kilos
- Cherry tomatoes - 3 kilos
- Mixed lettuce - 3 kilos
- Whole grain bread - 8 loaves
- White bread - 6 loaves
- Whole grain wraps - 80 pieces
- Mini bake-off rolls - 120 pieces
- Butter - 1 kilo
- Cream cheese - 1 kilo
- Young cheese - 2 kilos
- Brie - 1.5 kilos
- Hummus for bread - 1 kilo
- Chicken breast slices - 1.5 kilos
- Smoked salmon - 1 kilo
- Egg salad - 1 kilo
- Tomato soup - 10 liters
- Vegetable soup - 10 liters
- Pasta - 8 kilo
- Basmati rice - 6 kilo
- Chickpeas - 4 kilos
- Grilled vegetables - 8 kilos
- Chicken breast - 8 kilos
- Vegetarian meatballs - 5 kilos
- Tomato sauce - 8 liters
- Pesto sauce - 2 kilos
- Parmesan cheese - 1.5 kilos
- Green salad - 6 kilos
- Cucumber salad - 4 kilos
- Yogurt dressing - 3 liters
- Vegan dressing - 2 liter
- Mayonnaise - 2 liter
- Ketchup - 2 liters
- Mustard - 1 liter
- Chili sauce - 1 liter
- Fresh fruit - 8 kilos
- Brownies - 100 pieces
- Mini muffins - 100 pieces
- Cookies - 4 kilos
- Lemon cake - 4 pieces
- Ice cream - 6 liters
- Herb butter - 1 kilo
- Basil - 10 bunches
- Parsley - 10 bunches
- Salt - 1 kilo
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Olive oil - 2 liters
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Napkins - 300 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 60 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Paper towels - 12 rolls
- Storage containers - 30 pieces
- Disposable toilet napkins - 4 packs

Tips

Plan one chair per registered attendee, plus at least 5% extra for speakers, staff and late arrivals. Provide enough network tables for small groups rather than placing all seating in rows.
For every presentation setup, have one laptop, projector, screen, HDMI cable and the correct adapter available. Bring at least one spare HDMI cable and adapter, because presentation files and devices rarely use the same connection.
Count coffee cups, water glasses and plates at 1.5 per guest for each service period. Add 10% extra for breakage, misplaced items and guests who return for a second serving.
Provide one microphone for the speaker and a second microphone for questions when the room holds more than 50 people. Match microphone stands, speakers, mixer, extension cords and power strips to the room before delivery.
Prepare one name badge and printed programme per attendee, speaker and staff member, then print 5% extra. Buy or bring clothes hangers, route signs and charging stations before registration opens, not on the morning of the conference.

Frequently asked questions

How many chairs do I need for a networking conference?: Start with one chair per registered attendee, then add 5% for speakers, staff and late arrivals. For 100 attendees, prepare at least 105 chairs, with additional stools or network tables if people will move between sessions.
How much tableware should I buy for a conference?: Plan 1.5 coffee cups, water glasses and plates per guest for each catering service, plus 10% spare. For 100 guests, that means at least 165 pieces of each frequently used item when there is one main break service.
What AV equipment is needed for a networking conference?: Prepare a projector, projection screen, laptop, HDMI cables, HDMI adapters, presentation clicker and laser pointer. For rooms over 50 people, also allow two microphones, microphone stands, speakers and a mixer, with a spare cable and adapter tested at least one day beforehand.
When should I prepare conference name badges and programmes?: Close the guest list 2–3 days before the event, then print one name badge and programme for every attendee, speaker and staff member. Add 5% spare copies and keep blank badges available for last-minute registrations.

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.