What you need for a police conference

A police conference needs more than chairs and a projector. You will need a clear registration setup, reliable presentation equipment, enough tableware for meals and breaks, and practical supplies for speakers and attendees. Plan quantities from the confirmed participant list, then add a small buffer for walk-ins, damaged badges and equipment failures. The shopping list below covers the physical items to arrange or buy; security instructions, evacuation details and dietary requirements should be confirmed before ordering.

Organize this event for free with Lizzt

What to bring

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

Furniture

Conference chairsqty 120
Foldable tablesqty 18
Registration tablesqty 3
Lectern
Stage sectionsqty 4
Lounge armchairsqty 8
Coat racksqty 4

Equipment

Projectorqty 2
Projection screenqty 2
Presentation laptopqty 2
Wireless microphonesqty 4
Table microphonesqty 4
Microphone standsqty 2
Speakersqty 4
Mixer
HDMI cablesqty 6
Extension cordsqty 10
Power stripsqty 8
Laser pointersqty 3
Power banksqty 6
Laptop chargersqty 4
Wi-Fi routersqty 2

Tableware

Water glassesqty 140
Coffee cupsqty 120
Tea glassesqty 60
Dinner platesqty 120
Dessert platesqty 120
Cutlery setsqty 120
Serving plattersqty 24
Serving tongsqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Buffet warmersqty 8
Cutting boardsqty 4
Chef and serving knivesqty 6
Small bowlsqty 24
Ice cube traysqty 4

Decorations

Name badge holdersqty 120
Tableclothsqty 18
Conference bannersqty 6
Plate holdersqty 20
Pen holdersqty 12
Wayfinding signsqty 12

Lighting

LED light stringsqty 4
Presentation spotsqty 4

Cleaning

Waste binsqty 12
Vacuum cleanerqty 2
Mopsqty 3
Bucketsqty 3

Catering

Groceries
- Coffee beans - 4 kilograms
- Decaf coffee - 1 kilogram
- Tea bag assortment - 250 pieces
- Herbal tea - 80 bags
- Sugar - 2 kilograms
- Sweetener - 300 pieces
- Semi-skimmed milk - 18 liters
- Oat milk - 6 liters
- Lemon juice - 2 bottles
- Spa Blauw - 120 bottles
- Spa Red - 60 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Orange soda - 12 bottles
- Apple juice - 12 liters
- Orange juice - 12 liters
- Beer - 120 bottles
- Alcohol-free beer - 48 bottles
- White wine - 18 bottles
- Red wine - 12 bottles
- Bubbles - 6 bottles
- Baguettes - 30 pieces
- Whole wheat bread - 12 loaves
- Mini rolls - 240 pieces
- Unsalted butter - 2 kilograms
- Young cheese - 4 kilograms
- Brie - 2 kilograms
- Cream cheese - 2 kilograms
- Ham - 3 kilograms
- Chicken breast slices - 3 kilograms
- Smoked salmon - 2 kilogram
- Hummus - 3 kilograms
- Cucumber - 4 kilograms
- Tomatoes - 5 kilograms
- Lettuce - 3 heads
- Bell peppers - 3 kilograms
- Arugula - 1 kilogram
- Herb butter - 2 kilograms
- Mayonnaise - 2 liter
- Mustard - 1 liter
- Pesto - 1 kilogram
- Olive oil - 1 liter
- Balsamic vinegar - 500 milliliters
- Salt - 500 grams
- Black pepper - 250 grams
- Mixed salad - 8 kilograms
- Pasta salad - 8 kilograms
- Potato salad - 6 kilogram
- Grilled vegetables - 5 kilogram
- Vegetarian quiche - 40 slices
- Chicken skewers - 120 pieces
- Falafel - 120 pieces
- Dip sauce - 3 liter
- Fresh fruit - 15 kilograms
- Grapes - 5 kilograms
- Apples - 60 pieces
- Bananas - 40 pieces
- Cookies - 6 kilograms
- Brownies - 120 pieces
- Mixed nuts - 3 kilogram
- Paprika chips - 3 kilograms
- Plain chips - 3 kilograms
- Olives - 2 kilograms
- Party nuts - 3 kilogram
- Ice cubes - 20 kilograms
- Napkins - 1000 pieces
- Paper Coffee Filters - 200 pieces
- Stirrers - 500 pieces
- Cardboard lunch boxes - 20 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Dish soap - 3 bottles
- Dishwasher tablets - 60 pieces
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant spray - 3 bottles
- Sponges - 12 pieces
- Microfiber cloths - 20 pieces
- Paper towels - 12 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles

Tips

Order seating and table space for the registered headcount, plus at least 5% extra where the venue allows it. Registration tables should be separate from catering tables so arrivals do not block service.
Allow one name badge, program booklet and writing position per attendee, with 5–10 spare badges and booklets for late registrations or printing errors. Prepare the registration table before doors open.
Check every presentation connection at least 24 hours before the conference. Keep the presentation laptop, chargers, HDMI cables, extension cords and power strips together rather than relying on speakers to bring compatible equipment.
For a full conference day, plan approximately 2–3 drinks per person during the first hour and 1–2 per person for each following hour. Add extra water for speakers, the registration desk and rooms without easy access to catering.
Count tableware by service rather than by attendee: one complete place setting per meal, plus about 10% spare plates, glasses and cutlery. Serving platters and tongs should be available for each buffet or shared food station.

Frequently asked questions

What equipment do I need for a police conference?: For each presentation room, plan a projector, projection screen, presentation laptop, HDMI cables and power access. For a typical speaker setup, allow at least two wireless microphones and one table microphone, then test the mixer and speakers 24 hours beforehand.
How many chairs and tables do I need for a police conference?: Start with one conference chair per registered participant and add 5% if the room permits. Use separate tables for registration, speakers or materials, and catering; confirm the exact layout with the venue at least 7 days before the event.
How much food and tableware should I buy for a police conference?: Use the confirmed registration count and add 10% for tableware, drinks and buffet service. For a full day, allow one complete place setting per meal and roughly 1–2 drinks per person for each hour after the opening hour.
What should I prepare for police conference registration?: Prepare one printed name badge and program booklet per attendee, plus 5–10% spare copies. Have the registration tables, participant list, badges and spare stationery ready at least 30 minutes before registration opens.

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.