What you need for a partner conference

A partner conference needs more than chairs and a projector. You will need a reliable registration setup, presentation equipment, refreshments, tableware, and enough power and connectivity for a full program. Plan quantities around your attendee count, then add a small reserve for late registrations, spills, and equipment failures. The items below support registration, presentations, coffee breaks, buffet service, and the room setup without leaving essential details until the last minute.

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What to bring

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

Furniture

Conference tablesqty 10
Chairsqty 70
Registration desk
Buffet tablesqty 4
Stoolsqty 6

Equipment

Projector
Projection screen
Laptop
Wireless microphonesqty 2
Microphone stand
Speakersqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
HDMI cablesqty 3
Presentation clicker
WiFi hotspot

Tableware

Dinner platesqty 75
Dessert platesqty 75
Coffee cupsqty 75
Water glassesqty 90
Wine glassesqty 75
Coffee spoonsqty 75
Cutlery setsqty 75

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving plattersqty 12
Serving spoonsqty 8
Cutting boardsqty 3
Chef's knifeqty 3
Food containersqty 12

Decorations

Tableclothsqty 14
Name badgesqty 70
Name badge holdersqty 70
Pensqty 80
Notepadsqty 70
Program leafletsqty 70
Table floral arrangementsqty 10
Directional signsqty 8
Arrow stickersqty 20

Cleaning

Waste binsqty 6
Trash bag holdersqty 6
Bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2
Cleaning glovesqty 6

Lighting

Standing lampsqty 4
String lightsqty 4

Catering

Groceries
- Coffee beans - 3 kilo
- Tea bags - 150 pieces
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar sticks - 150 pieces
- Sweeteners - 100 pieces
- Milk - 12 liters
- Oat milk - 6 liters
- Spa Blauw - 8 crates
- Spa Red - 3 crates
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Tonic - 2 bottles
- Apple juice - 4 liter
- Orange juice - 6 liters
- Alcohol-free beer - 4 crates
- Pilsener beer - 5 crates
- White wine - 12 bottles
- Red wine - 8 bottles
- Prosecco - 6 bottles
- Ice cubes - 20 kilo
- Mini quiches - 120 pieces
- Vegetable wraps - 80 pieces
- Chicken wraps - 80 pieces
- Mini filled rolls - 120 pieces
- Whole grain bread - 8 loaves
- White rolls - 80 pieces
- Herb cream cheese - 2 kilos
- Young cheese - 2 kilos
- Smoked chicken breast - 1,5 kilo
- Hummus - 2 kilos
- Tomatoes - 3 kilos
- Cucumbers - 3 kilos
- Mixed green salad - 5 kilo
- Cherry tomatoes - 2 kilos
- Bell peppers - 2 kilos
- Olives - 2 kilos
- Feta - 1.5 kilos
- Balsamic vinegar - 2 bottles
- Olive oil - 2 liters
- Honey mustard dressing - 2 bottles
- Pasta salad - 8 kilo
- Potato salad - 6 kilos
- Grilled vegetables - 5 kilos
- Chicken skewers - 120 pieces
- Falafel balls - 100 pieces
- Rice - 5 kilo
- Bread baskets - 8 pieces
- Baguettes - 12 pieces
- Herb butter - 1.5 kilos
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Mixed nuts - 3 kilo
- Grapes - 4 kilos
- Apples - 60 pieces
- Bananas - 40 pieces
- Brownies - 80 pieces
- Mini apple pies - 80 pieces
- Chocolate - 2 kilos
- Gluten-free sandwiches - 12 pieces
- Vegan sandwiches - 20 pieces
- Vegan hot meal - 8 portions
- Vegetarian hot meal - 15 portions
- Allergen labels - 1 pack
- Cocktail sticks - 2 boxes
- Napkins - 500 pieces
- Paper straws - 200 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 8 rolls
- Trash bags - 60 pieces
- Dish soap - 2 bottles
- Dishwasher tablets - 50 pieces
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Paper towels - 8 packs

Tips

Prepare one name badge and printed program per attendee, plus at least 10% extra for late registrations, spelling corrections, and walk-ins.
For a full conference day, allow two coffee or tea servings per person per break. Arrange coffee machines, kettles, thermos flasks, cups, spoons, and water glasses before catering arrives.
Bring one laptop, presentation clicker, HDMI cable, and power strip for the presentation area, with a spare HDMI cable and extension cord kept nearby.
Plan tableware for the largest meal service, not just the expected headcount: provide one dinner plate, dessert plate, cutlery set, and water glass per guest, plus roughly 10% spare.
Test the projector, screen, microphones, speakers, mixer, WiFi hotspot, and power connections at least 60 minutes before registration opens. Keep extension cords and power strips secured away from walkways.

Frequently asked questions

What equipment do I need for a partner conference?: Plan for a projector, projection screen, laptop, presentation clicker, HDMI cables, wireless microphones, microphone stand, speakers, mixer, extension cords, and power strips. Test every connection at least 60 minutes before guests arrive.
How many plates and glasses do I need for a conference?: Start with one dinner plate, dessert plate, cutlery set, water glass, and coffee cup per attendee, then add about 10% spare. Include wine glasses only if wine is part of the catering plan.
How much coffee should I buy for a partner conference?: Allow two hot drinks per person per coffee break, then add 10% for speakers, staff, and refills. Set up coffee machines, kettles, thermos flasks, coffee spoons, and cups before the first break.
When should I prepare the conference shopping list?: Finalize quantities at least 7 days before the event, after registrations and dietary requirements have been checked. Confirm catering and any missing equipment again 24 hours before setup.

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