What you need for a patient conference

A patient conference needs more than chairs and a projector. Plan the registration area, presentation setup, catering service and accessibility details together, because missing adapters, microphones or name badges can delay the first session. Use one chair and one place setting per registered attendee, then add a small buffer for late registrations and replacements. Confirm quantities after registration closes, ideally 5–7 days before the conference.

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What to bring

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

Furniture

Chairsqty 170
Congress tablesqty 18
Registration tablesqty 2
Speaker tablesqty 2
Buffet tablesqty 6
Tableclothsqty 24
Stoolsqty 6

Equipment

Laptopsqty 3
Projectorsqty 2
Projection screensqty 2
Wireless microphonesqty 4
Microphone standsqty 2
Mixing consolesqty 2
Speakersqty 4
HDMI cablesqty 6
HDMI adaptersqty 4
Extension cordsqty 8
Power stripsqty 8
Presentation clickersqty 2
Laser pointersqty 2
Power banksqty 6

Tableware

Dinner platesqty 180
Dessert platesqty 180
Soup bowlsqty 170
Coffee cupsqty 180
Water glassesqty 220
Wine glassesqty 180
Coffee spoonsqty 180
Cutlery setsqty 200
Serving spoonsqty 24

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Serving plattersqty 24
Serving tongsqty 12
Bread basketsqty 8
Cutting boardsqty 4
Kitchen knivesqty 6
Induction platesqty 2
Food warmersqty 8
Aluminum serving traysqty 20

Decorations

Congress bannersqty 4
Backdrop clothsqty 2
Flower arrangementsqty 8
Table décorqty 18
Name badgesqty 180
Badge holdersqty 180
Directional signsqty 12
Program leafletsqty 180
Pensqty 180
Notepadsqty 180
Table number cardsqty 18
Wristbandsqty 180

Lighting

LED floor lampsqty 6
LED string lightsqty 4

Cleaning

Waste binsqty 10
Hand broomsqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 3
Microfiber clothsqty 24
Toilet brushesqty 4

Catering

Groceries
- Coffee beans - 6 kilograms
- Decaf coffee - 1 kilogram
- Black tea - 150 bags
- Herbal tea - 100 bags
- Chai tea - 50 bags
- Milk - 20 liters
- Oat milk - 8 liters
- Soy milk - 4 liters
- Sugar - 4 kilogram
- Sugar substitutes - 500 pieces
- Lemons - 4 kilograms
- Still mineral water - 80 liters
- Sparkling mineral water - 60 liters
- Cola - 24 liters
- Cola Zero - 24 liters
- Orange Soda - 12 liter
- Tonic - 8 liters
- Apple juice - 12 liters
- Orange juice - 12 liters
- Alcohol-free beer - 48 bottles
- White beer - 48 bottles
- Red wine - 24 bottles
- White wine - 24 bottles
- Prosecco - 12 bottles
- Baguettes - 25 pieces
- Whole wheat bread - 15 loaves
- Gluten-free bread - 4 loaves
- Butter - 3 kilograms
- Cream cheese - 3 kilograms
- Young cheese - 5 kilogram
- Smoked chicken breast - 3 kilogram
- Vegetarian spread - 3 kilograms
- Hummus - 4 kilograms
- Peanut butter - 2 kilograms
- Strawberry jam - 2 kilograms
- Cucumbers - 5 kilogram
- Cherry tomatoes - 5 kilo
- Carrots - 5 kilograms
- Bell peppers - 4 kilograms
- Lettuce - 3 kilograms
- Apples - 20 kilograms
- Bananas - 15 kilograms
- Grapes - 10 kilograms
- Mandarins - 10 kilogram
- Yogurt - 12 kilograms
- Granola - 5 kilogram
- Walnuts - 2 kilograms
- Almonds - 2 kilograms
- Raisins - 2 kilograms
- Paprika chips - 10 bags
- Plain chips - 10 bags
- Snacks - 8 bags
- Olives - 4 kilograms
- Mixed nuts - 4 kilograms
- Wraps - 250 pieces
- Basmati rice - 8 kilograms
- Couscous - 6 kilograms
- Chickpeas - 6 kilograms
- Lentils - 5 kilograms
- Bell peppers for dinner - 8 kilograms
- Zucchini - 8 kilograms
- Eggplants - 6 kilograms
- Onions - 8 kilograms
- Garlic - 1 kilogram
- Diced tomatoes - 20 cans
- Coconut milk - 12 cans
- Vegetable stock - 2 kilogram
- Olive oil - 5 liters
- Sunflower oil - 3 liters
- Balsamic vinegar - 2 liters
- Mayonnaise - 3 kilogram
- Ketchup - 3 kilogram
- Mustard - 2 kilogram
- Pesto sauce - 2 kilograms
- Sambal - 1 kilogram
- Salt - 1 kilogram
- Black pepper - 500 grams
- Paprika powder - 500 grams
- Curry powder - 500 grams
- Italian herbs - 250 grams
- Cumin - 250 grams
- Fresh parsley - 500 grams
- Fresh coriander - 500 grams
- Lemon juice - 2 liters
- Dessert cookies - 8 kilograms
- Dark chocolate - 3 kilograms
- Vegan desserts - 50 pieces
- Gluten-free desserts - 30 pieces
- Allergen labels - 2 rolls
- Napkins - 800 pieces
- Coffee filters - 300 pieces
- Stirrers - 500 pieces
- Paper cups - 250 pieces
- Paper plates - 250 pieces
- Plastic wrap - 4 rolls
- Aluminum foil - 4 rolls
- Baking paper - 4 rolls
- Paper towels - 12 rolls
- Trash bags - 80 pcs
- Dishwashing liquid - 3 liters
- All-purpose cleaner - 3 liters
- Glass cleaner - 2 liters
- Disinfectant spray - 2 liter
- Hand soap - 8 bottles
- Hand sanitizer - 8 bottles
- Toilet paper - 48 rolls
- Paper towels - 12 packs

Tips

Plan seating for every registered attendee and keep 5–10% extra chairs available. Include congress tables, speaker tables and stools only where the room layout and session format require them.
For each presentation room, check the full AV chain: laptop, projector, screen, wireless microphone, speakers, mixing console, clicker and laser pointer. Keep at least one HDMI cable, adapter and power strip per active presentation setup, plus spares.
Order one dinner plate, dessert plate, soup bowl, coffee cup, water glass and cutlery set per catered guest. Add 5–10% extra tableware, and match wine glasses and serving spoons to the menu rather than ordering them automatically.
Prepare the registration table with sorted name badges and an attendance list before doors open. Print 5–10% extra badges or blank replacements for spelling corrections and late registrations.
Check power and charging needs before setup starts. Count every laptop and presentation device, then provide enough extension cords, power strips and power banks without creating walkways that visitors must cross.

Frequently asked questions

How many chairs do I need for a patient conference?: Provide one chair per registered attendee and add 5–10% extra capacity. For 200 attendees, that means 210–220 chairs, depending on how many late registrations you expect.
How much tableware should I order for a patient conference?: Order one complete place setting per catered guest and add 5–10% extra. For 200 guests, plan for 210–220 dinner plates, dessert plates, soup bowls and cutlery sets, adjusted to the actual menu.
How many microphones are needed for a patient conference?: Allow at least one wireless microphone for the presenter and one for audience questions in each active session room. For a panel, add one microphone per panelist and confirm the total with the technical supplier at least 7 days before the event.
When should I confirm the shopping list for a patient conference?: Confirm furniture, AV equipment and catering quantities 5–7 days before the conference, after registration and dietary requirements are up to date. Recheck cables, adapters, badges and presentations on the day before setup.

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