Peace conference shopping list

A peace conference needs more than coffee and chairs. You will need clear registration materials, presentation equipment, tableware for meals, and reliable power and charging options. Use the confirmed registration count and dietary requirements to set catering quantities, then add a small buffer before shopping. Check cables, microphones, USB sticks and printed materials at least one day before the conference so missing items can still be replaced.

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What to bring

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

Furniture

Chairsqty 115
Tablesqty 14
Registration desk
Stage tableqty 2
Speaker chairsqty 8
Buffet tablesqty 6
Coat racksqty 4

Equipment

Projectorqty 2
Projection screenqty 2
Laptopqty 2
Presentation clickerqty 2
Wireless microphonesqty 4
Microphone standsqty 3
Speakersqty 2
Mixer
Extension cordsqty 8
Power stripsqty 8
HDMI cablesqty 4
USB sticksqty 4
Flip chartqty 4
Flipchart standsqty 4
Laser pointerqty 2
Charging stationsqty 3

Tableware

Coffee cupsqty 120
Glassesqty 150
Wine glassesqty 120
Dinner platesqty 120
Dessert platesqty 120
Knivesqty 120
Forksqty 120
Spoonsqty 120
Serving spoonsqty 16

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Serving plattersqty 16
Serving tongsqty 12
Food warmersqty 8
Cutting boardsqty 4
Chef's knifeqty 4
Plate racksqty 4

Decorations

Peace flagsqty 12
Country flagsqty 20
Table runnersqty 14
Flower arrangementsqty 8
Name badgesqty 12
Speaker signsqty 8
Directional signsqty 12
Table numbersqty 14
Poster puttyqty 4
Tapeqty 6

Lighting

LED string lightsqty 8
Standing lampsqty 4
Spare batteriesqty 24

Catering

Groceries
- Coffee - 6 packs
- Decaffeinated coffee - 2 packs
- Black tea - 4 boxes
- Herbal tea - 3 boxes
- Chai latte - 2 boxes
- Sugar - 3 kilos
- Sweetener - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 8 liters
- Lemon - 2 kilos
- Spa Blue - 12 crates
- Spa Red - 6 crates
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Ginger beer - 4 bottles
- Apple juice - 6 liters
- Orange juice - 8 liters
- Alcohol-free beer - 6 crates
- Pilsner - 8 crates
- White wine - 18 bottles
- Red wine - 12 bottles
- Rosé - 8 bottles
- Bubbles - 6 bottles
- Ice cubes - 20 kilo
- Mini quiches - 120 pieces
- Vegetable spring rolls - 120 pieces
- Falafel balls - 120 pieces
- Hummus - 6 kilos
- Wraps - 150 pieces
- Cream cheese - 3 kilos
- Goat cheese - 3 kilos
- Smoked salmon - 2 kilos
- Grilled vegetables - 5 kilos
- Arugula - 2 kilos
- Cucumber - 4 kilos
- Cherry tomatoes - 4 kilos
- Red bell pepper - 3 kilos
- Olives - 3 kg
- Feta - 2 kilos
- Nut mix - 3 kilo
- Grapes - 6 kilos
- Apples - 100 pieces
- Bananas - 80 pieces
- Mandarins - 80 pieces
- Cookies - 6 kilos
- Brownies - 120 pieces
- Apple pie - 8 pieces
- Mixed salad - 12 kilos
- Pasta salad - 12 kilos
- Couscous salad - 10 kilos
- Buns - 150 pieces
- Baguettes - 20 pieces
- Unsalted butter - 2 kilos
- Olive oil - 3 liters
- Balsamic vinegar - 2 bottles
- Mayonnaise - 3 jars
- Mustard - 3 jars
- Ketchup - 3 bottles
- Salt - 1 kilo
- Pepper - 500 grams
- Paprika powder - 250 gram
- Garlic powder - 250 grams
- Basil - 250 gram
- Oregano - 250 grams
- Curry powder - 250 grams
- Dish soap - 3 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Napkins - 500 pieces
- Paper towels - 12 packs
- Trash bags - 100 pieces
- Freezer bags - 2 boxes
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Disinfectant wipes - 6 packs

Registration

Name badgesqty 120
Badge holdersqty 120
Lanyardsqty 120
Program bookletsqty 120
Registration listsqty 6
Pensqty 30
Writing foldersqty 20

Workshop materials

Notepadsqty 120
Ballpoint pensqty 120
Flip chart sheetsqty 12
Markersqty 48
Sticky notesqty 12
Voting cardsqty 500
Ropeqty 2
Clipboardsqty 20

Cleaning

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

Safety

Flashlightsqty 4
Batteriesqty 24
Cable matsqty 12
Reflective vestsqty 8
Umbrellasqty 6

Tips

Plan coffee, tea and water for the full programme, not just the opening session. As a starting point, allow 2–3 hot drinks per person for a half-day conference and keep extra cups and glasses available during breaks.
Match plates, cutlery and glasses to the confirmed catering number, then add about 10% extra. This covers late registrations, dropped items and people taking a clean glass for a second drink.
Prepare one complete presentation kit: laptop, projector, projection screen, HDMI cables, presentation clicker, laser pointer and USB sticks. Test every cable with the actual laptop at least 24 hours before the event.
Set up a registration desk with printed name badges, programme flyers and a working laptop or registration list. Print at least 5% more badges and flyers than the confirmed attendee count to cover corrections and walk-ins.
Do not leave power and audio accessories until the morning of the conference. Count extension cords, power strips, microphones, microphone stands, speakers and the mixer during the equipment check, and reserve charging stations for speakers and staff.

Frequently asked questions

How many plates, glasses and cutlery do I need for a peace conference?: Use the confirmed catering number as your base and add 10% extra. For 100 attendees, prepare at least 110 dinner plates, dessert plates, glasses, knives and forks, adjusting the glass count if wine is served.
How much coffee should I buy for a peace conference?: For a half-day programme, allow 2–3 cups per person, plus about 10% extra. For 100 attendees, that means planning for roughly 220–330 cups, with additional water and glasses for speakers and staff.
When should I test the projector and microphones?: Test the projector, screen, laptop, HDMI cables, clicker, microphones, speakers and mixer at least 24 hours before the conference. Repeat a short sound and presentation check 60–90 minutes before guests arrive.
How many printed name badges and programme flyers are needed?: Print one name badge and one programme flyer per confirmed attendee, then add 5–10% extra. For 100 registrations, prepare 105–110 of each so late changes and walk-ins do not create a shortage.

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