Networking conference shopping list

A networking conference needs more than coffee, name badges and a projector. Plan supplies around your guest count, registration desk, speaker setup and catering schedule so people can move through the day without queues. This list covers the practical items to buy or bring, including serving equipment, presentation cables, cooling, and kitchen basics. Confirm quantities after registration closes, then allow time to chill drinks, prepare snacks and assemble welcome packs.

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What to bring

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

Furniture

Tablesqty 12
Chairsqty 90
High tablesqty 10
Registration desk
Speaker table
Coat racksqty 3

Tableware

Coffee cupsqty 90
Water glassesqty 100
Wine glassesqty 100
Platesqty 100
Cutlery setsqty 100
Coffee potsqty 4
Water carafesqty 12
Serving plattersqty 12
Serving tongsqty 8

Equipment

Projector
Projection screen
Presentation laptop
Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
HDMI cablesqty 3
Presentation clicker
Coolersqty 4
Thermos flasksqty 6

Kitchen

Cutting boardsqty 4
Chef's knifeqty 3
Bread knivesqty 2
Measuring cupsqty 2
Mixing bowlsqty 4
Serving spoonsqty 6
Bottle openersqty 4
Corkscrewsqty 3
Ice bucketsqty 4

Decorations

Name badge holdersqty 90
Name badgesqty 90
Table runnersqty 12
Flower arrangementsqty 8
Welcome sign
Directional signsqty 8
Notice boardsqty 4
Pensqty 100
Notepadsqty 90

Lighting

LED lampsqty 8
Atmospheric lanternsqty 10

Cleaning

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

Catering

Groceries
- Coffee beans - 3 kilo
- Black tea - 4 boxes
- Herbal tea - 3 boxes
- Cocoa powder - 1 pack
- Sugar - 2 kilos
- Sweetener - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lemons - 3 kilos
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Tonic - 4 bottles
- Ginger beer - 4 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Alcohol-free beer - 36 bottles
- Pilsner - 72 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Prosecco - 6 bottles
- Beer glasses - 100 pieces
- Ice cubes - 20 kilo
- Ciabatta - 15 pieces
- Whole grain bread - 8 loaves
- Mini wraps - 120 pieces
- Cream cheese - 2 kilo
- Hummus - 2 kilos
- Pesto - 6 jars
- Young cheese - 3 kilos
- Brie - 2 kilos
- Smoked chicken breast - 2 kilo
- Smoked salmon - 1.5 kilos
- Falafel - 3 kilos
- Grilled vegetables - 3 kilos
- Cucumbers - 3 kilos
- Cherry tomatoes - 3 kilos
- Bell peppers - 2 kilos
- Arugula - 1 kilo
- Avocados - 2 kilos
- Grapes - 4 kilos
- Apples - 5 kilo
- Bananas - 4 kilos
- Strawberries - 3 kilos
- Nut mix - 2 kilo
- Walnuts - 1 kilo
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Olives - 2 kilos
- Pickles - 4 jars
- Sun-dried tomatoes - 4 jars
- Tapenade - 6 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Sweet chili sauce - 2 bottles
- Balsamic vinegar - 1 bottle
- Olive oil - 2 bottles
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Italian herbs - 1 jar
- Garlic powder - 1 jar
- Butter - 1 kilo
- Cream cheese crackers - 8 packs
- Mini quiches - 120 pieces
- Vegetable skewers - 100 pieces
- Chicken skewers - 100 pieces
- Mini samosas - 100 pieces
- Brownies - 100 pieces
- Mini muffins - 100 pieces
- Dark chocolate - 1 kilo
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Napkins - 300 pieces
- Paper cups - 150 pieces
- Wooden stirrers - 200 pieces
- Cocktail sticks - 300 pieces
- Disposable gloves - 2 boxes
- Dish soap - 2 bottles
- Dishwasher tablets - 1 box
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls

Tips

Plan one registration setup for every 100–150 attendees: provide a registration desk, printed participant list, name badges, pens and enough table space for an orderly check-in.
For a full-day conference, budget roughly 2–3 drinks per person in the first hour and 1 drink per person for each additional hour; include water, coffee and non-alcoholic options.
Allow one coffee cup, water glass and plate per attendee, plus at least 10% extra for breakage, repeat servings and late arrivals. Keep spare cutlery sets at the catering area.
Pack the presentation kit before event day: presentation laptop, projector, screen, HDMI cables, clicker, extension cords and power strips. Bring at least one spare HDMI cable and test every presentation before guests arrive.
Prepare cooling and service equipment the day before. Chill drinks for several hours, fill coolers before doors open, and keep thermos flasks ready so coffee service does not depend on a single coffee pot.

Frequently asked questions

What should I buy for a networking conference?: Start with drinks, coffee supplies, water glasses, plates, cutlery, serving platters and snacks. You will also need name-badge materials, welcome-pack contents and presentation essentials such as HDMI cables, power strips and a clicker.
How many drinks do I need per person for a conference?: Use 2–3 drinks per person for the first hour, then about 1 drink per person for each additional hour. Add 10–15% extra for speakers, staff, warm weather and guests who stay longer.
How much tableware is needed for a conference?: Plan one coffee cup, water glass, plate and cutlery set per attendee for a single service, plus 10% spare. If catering has several breaks or uses reusable tableware, arrange collection and washing between services.
When should I buy and prepare conference supplies?: Buy non-perishable supplies at least 3–5 days beforehand and confirm final quantities once registration closes. Chill drinks and assemble welcome packs the day before, then test the complete AV setup before doors open.

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