What you need for a physics conference
A physics conference needs more than chairs and a projector. You will need reliable presentation equipment, tableware for breaks and meals, reception supplies, poster display equipment, and practical items for speakers and attendees. Plan quantities from your registration total: provide one chair per attendee, one name badge per person, and enough cups and glasses for each service period. Check technical connections at least one day before the event, especially HDMI, VGA, microphones, power strips, and extension cords.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Chairsqty 140
- Tablesqty 18
- Reception desk
- Speaker table
- Poster boardsqty 12
- Coat racksqty 3
Tableware
- Coffee cupsqty 140
- Drinking glassesqty 180
- Wine glassesqty 140
- Platesqty 180
- Cutlery setsqty 180
- Serving bowlsqty 20
- Serving plattersqty 12
Equipment
- Projector
- Projection screen
- Laptop
- HDMI cablesqty 3
- VGA adapterqty 2
- Wireless microphonesqty 2
- Microphone stand
- Speakersqty 2
- Power stripsqty 8
- Extension cordsqty 8
- Presentation clickerqty 2
- Coolersqty 4
- Coffee machinesqty 3
- Kettlesqty 2
- Thermos flasksqty 8
- Mobile whiteboardsqty 2
Kitchen
- Cutting boardsqty 4
- Chef’s knives and bread knivesqty 6
- Pliersqty 8
- Serving spoonsqty 8
- traysqty 8
- Bottle openersqty 3
Decorations
- Congress bannersqty 2
- Table runnersqty 18
- Name card holdersqty 140
- Directional signsqty 10
- Poster hooksqty 30
Lighting
- Standing lampsqty 4
- Cable traysqty 12
Cleaning
- Waste binsqty 8
- Vacuum cleaner
- Mopsqty 3
- Bucketsqty 3
Catering
- Groceries
- Coffee beans - 3 kilograms
- Decaf coffee - 500 grams
- Black tea - 120 bags
- Herbal tea - 60 tea bags
- Sugar - 2 kilograms
- Sweeteners - 200 pieces
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lemons - 12 pieces
- Spa Blauw - 120 bottles
- Sparkling mineral water - 60 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Alcohol-free beer - 48 bottles
- Pils - 96 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Prosecco - 8 bottles
- Baguettes - 30 pieces
- Whole wheat bread - 12 loaves
- Mini rolls - 240 pieces
- Unsalted butter - 2 kilograms
- Young cheese - 4 kilograms
- Aged cheese - 3 kilograms
- Cream cheese - 2 kilograms
- Ham - 3 kilograms
- Chicken breast - 3 kilograms
- Hummus - 3 kilograms
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Cucumbers - 12 pieces
- Tomatoes - 4 kilogram
- Lettuce - 8 heads
- Bell peppers - 20 pieces
- Red onions - 2 kilograms
- Carrots - 3 kilogram
- Apples - 140 pieces
- Bananas - 100 pieces
- Grapes - 8 kilograms
- Mandarins - 100 pieces
- Yogurt - 12 kilograms
- Muesli - 4 kilograms
- Oatmeal cookies - 140 pieces
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Olives - 3 kilograms
- Mixed nuts - 3 kilograms
- Cheese for drinks - 3 kilogram
- Grapes for drinks - 4 kilogram
- Cherry tomatoes - 3 kilograms
- Cucumber for drinks - 3 kilograms
- Rice - 8 kilograms
- Pasta - 8 kilograms
- Vegetable stock - 4 liters
- Tomato sauce - 8 liters
- Pesto - 2 kilograms
- Parmesan cheese - 2 kilograms
- Chickpeas - 24 cans
- Coconut milk - 12 cans
- Curry - 4 jars
- Olive oil - 3 liters
- Sunflower oil - 2 liters
- Salt - 1 kilogram
- Black pepper - 250 grams
- Italian herbs - 250 grams
- Garlic - 10 bulbs
- Mayonnaise - 2 liter
- Ketchup - 2 liters
- Mustard - 1 liter
- Balsamic vinegar - 1 liter
- Salad dressing - 3 liters
- Chocolate cookies - 140 pieces
- Vegan cookies - 60 pieces
- Ice cubes - 20 kilograms
- Paper napkins - 600 pieces
- Coffee filters - 200 pieces
- Stirrers - 300 pieces
- Trash bags - 40 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Dish soap - 3 bottles
- Dishwasher tablets - 60 pieces
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Sponges - 12 pieces
- Rubber gloves - 6 pairs
- Air freshener - 4 cans
Tips
- Plan seating for every registered attendee and add 5–10% extra chairs if the venue allows it. Keep a separate speaker table and reception desk so registration does not block the entrance.
- For coffee breaks, allow at least 2 cups per person per break and 2–3 drinks per person during the first hour. Add thermos flasks, coffee machines or kettles, drinking glasses, and coolers according to how many service points you are running.
- Bring the connection options your speakers may need: HDMI cables, a VGA adapter, a laptop, a presentation clicker, and at least 2 spare extension cords. Test every presentation format with the projector and screen before registration opens.
- Prepare one printed name badge for every attendee, speaker, and organiser, plus 5–10 blank badges for late registrations or spelling corrections. Keep the updated participant list at the reception desk rather than relying only on a digital copy.
- If the programme includes posters, provide one poster board per allocated poster and leave a clear route between the boards. Reserve mobile whiteboards, cutting boards, serving bowls, platters, plates, cutlery, and glasses before catering delivery, because these are often assumed to be included.
Frequently asked questions
- What equipment do I need for a physics conference?
- At minimum, plan for a projector, projection screen, laptop, HDMI cables, a VGA adapter, presentation clicker, wireless microphones, speakers, power strips, and extension cords. Test the full setup at least 1 day before the conference.
- How many chairs and tables do I need for a physics conference?
- Provide 1 chair for every registered attendee and add 5–10% spare chairs where possible. The layout usually also needs a reception desk, speaker table, and enough tables for catering and registration.
- How many cups and glasses should I buy for a conference?
- Allow at least 2 coffee cups per person per break and 2–3 drinking glasses per person for the first hour. Add wine glasses, plates, and cutlery based on the number of meal or reception services, with 10% extra for breakage and unexpected guests.
- What should I prepare for a conference poster session?
- Provide 1 poster board per poster plus a few spare boards if the final poster count may change. Confirm the number of posters and reserve the boards at least 1 week before the event so the room layout can be checked.
Start this plan in Lizzt
Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.
Organize this event for free with LizztOrganize for free and invite your contacts!