What you need for a PhD conference

A PhD conference needs more than coffee and a projector. You will need presentation equipment that works with different laptops, enough seating and tableware for every break, and printed materials for registration and sessions. Check quantities against your expected attendance, then confirm dietary requirements and the venue’s existing equipment before shopping. The easily missed items are usually adapters, extension cords, spare microphones, water glasses and a reliable way to keep coffee hot.

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What to bring

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

Furniture

Tablesqty 12
Chairsqty 90
Speaker table
Stoolsqty 4
Poster boardsqty 12
Coat racksqty 3

Equipment

Presentation laptopqty 2
Projector
Projection screen
Wireless microphonesqty 3
Speakersqty 2
Microphone stand
HDMI cablesqty 3
HDMI adaptersqty 4
Power stripsqty 6
Extension cordsqty 6
Laser pointerqty 2
Wi-Fi hotspot

Tableware

Coffee cupsqty 100
Water glassesqty 100
Wine glassesqty 100
Platesqty 100
Cutlery setsqty 100
Serving boardsqty 8
Small bowlsqty 12

Kitchen

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

Registration

Name badge holdersqty 100
Badge lanyardsqty 100
Registration foldersqty 4
Desk pensqty 12
Clipboardsqty 4

Decorations

Tableclothsqty 12
Plantsqty 10
Directional signsqty 10
Program standsqty 6

Lighting

LED lampsqty 6
Cable traysqty 10

Cleaning

Waste binsqty 8
Bucketsqty 3
Mopsqty 3
Broom setsqty 2
Dustpan and brushqty 3
Cleaning clothsqty 20
Glovesqty 12

Catering

Groceries
- Coffee beans - 4 packs
- Decaf coffee - 1 pack
- Black tea - 3 boxes
- Herbal tea - 2 boxes
- Green tea - 2 boxes
- Cocoa Powder - 1 canister
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lemons - 12 pieces
- Still mineral water - 60 bottles
- Sparkling mineral water - 40 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Ginger beer - 6 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Non-alcoholic beer - 30 bottles
- Pils - 96 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 6 bottles
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 6 bags
- Salted nuts - 4 bags
- Olives - 4 jars
- Hummus - 8 tubs
- Cucumbers - 8 pieces
- Carrots - 4 kilos
- Cherry tomatoes - 3 kilos
- Grapes - 4 kilos
- Apples - 80 pieces
- Bananas - 50 pieces
- Mini croissants - 120 pieces
- Mini muffins - 120 pieces
- Whole grain bread - 8 loaves
- White bread - 6 loaves
- Multigrain bread - 6 loaves
- Bread rolls - 100 pieces
- Gluten-free sandwiches - 12 pieces
- Unsalted butter - 2 kilos
- Cream cheese - 2 kilo
- Young cheese - 4 kilos
- Aged cheese - 3 kilos
- Brie - 2 kilos
- Back ham - 3 kilos
- Chicken breast topping - 3 kilos
- Smoked salmon - 2 kilos
- Vegetarian slices - 3 kilos
- Hummus for bread - 2 kilos
- Peanut butter - 2 jars
- Jam - 3 jars
- Mayonnaise - 2 jars
- Mustard - 2 bottles
- Ketchup - 2 bottles
- Mixed salad - 8 kilos
- Pasta salad - 10 kilos
- Potato salad - 8 kilos
- Falafel - 6 kilo
- Grilled vegetables - 8 kilos
- Chicken skewers - 8 kilo
- Vegetarian quiche - 8 pieces
- Vegan pasta dish - 8 kilos
- Rice - 6 kilos
- Sandwiches for dinner - 100 pieces
- Herb butter - 2 kilo
- Raw vegetables - 6 kg
- Vegan dressing - 2 liter
- Yogurt dressing - 3 liters
- Tiramisu - 8 kilo
- Fresh fruit dessert - 6 kilos
- Vegan chocolate mousse - 40 portions
- Gluten-free desserts - 12 portions
- Coffee creamer - 4 packs
- Stir sticks - 200 pieces
- Paper napkins - 500 pieces
- Cocktail picks - 200 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 8 rolls
- Trash bags - 4 rolls
- Dishwasher tablets - 1 package
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Toilet paper - 24 rolls
- Hand soap - 6 bottles
- Paper towels - 8 packs

Tips

Plan one chair per registered attendee, plus a few spare seats for speakers and late arrivals. Count tables separately for registration, catering, speakers and any poster session.
Allow two to three coffee cups and at least two water glasses per person if you are not washing up during the day. Add plates, cutlery and serving boards for food breaks rather than assuming the caterer supplies them.
Test the presentation laptop, projector, screen, speakers and every microphone with the venue at least one day before the conference. Bring HDMI cables, adapters, power strips and extension cords because presenter connections vary.
Pack one printed badge and program booklet per attendee, plus around 10% extras for walk-ins, spelling corrections and damaged copies. Keep the attendance list at registration for quick check-in.
Arrange coffee machines, kettles and thermos flasks before the first session, and use coolers or ice containers for anything that must stay cold. Keep the final dietary list with the catering setup so special meals are not missed.

Frequently asked questions

How many chairs do I need for a PhD conference?: Start with one chair per registered attendee and add 5–10% spare capacity. Keep additional seats available for speakers, session leaders and late arrivals, especially if registration is still open.
How much presentation equipment is needed for a PhD conference?: Prepare at least one presentation laptop, projector, projection screen and speaker setup for each simultaneous presentation room. Bring two wireless microphones for a main room with audience questions, plus spare HDMI adapters, power strips and extension cords.
How many badges and program booklets should I print?: Print one badge and one booklet for every registered attendee, then add about 10% extra. For 80 attendees, prepare roughly 88 of each to cover last-minute registrations and reprints.
When should I test the conference equipment?: Test all equipment at the venue at least one day before the first session. Check the presentation laptop, projector, microphones, speakers, cables and adapters with the actual room layout and available power sockets.

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