Policy conference shopping list

A policy conference needs more than chairs and a projector. You will need a clear registration setup, reliable presentation equipment, speaker support and enough tableware for meals, coffee and water. Use the final participant count to calculate catering, badges, printed programmes and seating. Order or borrow specialist equipment early, then check every cable, power supply and presentation file before the venue opens.

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What to bring

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

Furniture

Rectangular tablesqty 14
Chairsqty 120
Registration desk
Buffet tablesqty 4
Speaker table
Lectern
Stoolsqty 4

Equipment

Projector
Projection screen
Laptopqty 2
Wireless microphonesqty 3
Microphone standsqty 2
Audio mixer
Speakersqty 2
HDMI cablesqty 3
Extension cordsqty 6
Power stripsqty 6
Presentation clickerqty 2
Power banksqty 4

Tableware

Coffee cupsqty 120
Water glassesqty 140
Wine glassesqty 120
Platesqty 140
Forksqty 140
Knivesqty 140
Spoonsqty 140
Serving spoonsqty 12
Serving bowlsqty 12
Serving plattersqty 8
Carafesqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Hot drink urnsqty 6
Coolersqty 4
Thermos flasksqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Pliersqty 8
traysqty 8

Decorations

Table runnersqty 14
Flower arrangementsqty 8
Name badgesqty 12
Wayfinding signsqty 8
Cocktail table coversqty 6

Lighting

LED spotlightsqty 6
String lightsqty 4

Office supplies

Name badgesqty 120
Lanyardsqty 120
Program leafletsqty 120
Notepadsqty 120
Ballpoint pensqty 130
Pen holdersqty 6
Tapeqty 4
Scissorsqty 4
Markersqty 12
Sticky notesqty 12

Cleaning

Waste binsqty 8
Cleaning bucketsqty 3
Vacuum cleaner
Mopsqty 3
Broomqty 2
Hand brush and dustpanqty 2

Catering

Groceries
- Coffee beans - 4 kilograms
- Tea bags - 250 pieces
- Black tea - 6 boxes
- Herbal tea - 4 boxes
- Green tea - 3 boxes
- Sugar - 3 kilograms
- Sweetener - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 8 liters
- Lemons - 2 kilograms
- Still water - 120 bottles
- Carbonated water - 60 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Apple juice - 12 cartons
- Bitter lemon - 12 bottles
- Alcohol-free beer - 48 bottles
- Pilsner - 96 bottles
- White wine - 18 bottles
- Red wine - 12 bottles
- Alcohol-free white wine - 6 bottles
- Ice cubes - 15 kilograms
- Baguettes - 24 pieces
- Wholemeal loaves - 12 pieces
- Multigrain loaves - 12 pieces
- Mini wraps - 160 pieces
- Whole grain wraps - 80 pieces
- Cream cheese - 3 kilograms
- Young cheese - 4 kilograms
- Aged cheese - 2 kilograms
- Cooked ham - 3 kilograms
- Smoked chicken breast - 3 kilogram
- Hummus - 3 kilograms
- Egg salad - 2 kilograms
- Tuna salad - 2 kilograms
- Pesto - 1 kilogram
- Arugula - 1 kilogram
- Lettuce - 2 kilograms
- Cucumbers - 4 kilogram
- Tomatoes - 5 kilograms
- Peppers - 3 kilograms
- Red onions - 1 kilogram
- Olives - 2 kilograms
- Feta cheese - 2 kilograms
- Grated cheese - 2 kilogram
- Baby potatoes - 12 kilograms
- Rice - 8 kilograms
- Pasta - 8 kilograms
- Chicken breast - 12 kilograms
- Vegetarian meatballs - 8 kilograms
- Grilled vegetables - 8 kilograms
- Green salad - 8 kilograms
- Tomato sauce - 8 liters
- Cream sauce - 6 liters
- Pesto sauce - 4 liters
- Mayonnaise - 3 liters
- Ketchup - 3 liters
- Mustard - 2 liters
- Garlic sauce - 2 liters
- Olive oil - 3 liters
- Sunflower oil - 2 liters
- Salt - 1 kilogram
- Black pepper - 500 grams
- Paprika powder - 250 gram
- Italian herbs - 250 grams
- Garlic - 500 grams
- Chocolate cake - 8 kilograms
- Apple pie - 8 kilograms
- Fresh fruit - 12 kilograms
- Grapes - 5 kilograms
- Apples - 100 pieces
- Bananas - 80 pieces
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Mixed nuts - 5 kilograms
- Raisins - 2 kilograms
- Napkins - 600 pieces
- Paper cups - 250 pieces
- Cocktail picks - 500 pieces
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 2 rolls
- Dish soap - 3 bottles
- Dishwasher tablets - 1 package
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Nitrile gloves - 4 boxes
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Sponges - 12 pieces
- Microfiber cloths - 20 pieces

Tips

Plan seating for the confirmed participant count, plus around 5% spare chairs. Set aside a separate registration desk and enough table space for badges, programmes and attendee information.
For a full-day conference, allow at least two coffee or water service points if participants move between rooms. Match cups, glasses, plates and cutlery to the meal format, and add roughly 10% spare tableware.
Prepare one presentation laptop, one compatible HDMI cable and a clicker at the lectern. Bring at least one spare cable, power strip and extension cord; missing adapters are often discovered only when the first speaker arrives.
Give each speaker a labelled water glass or carafe and check microphone batteries before doors open. Keep a backup microphone or spare batteries with the person managing the audio mixer.
Print badges and programmes after the participant list closes, not while registrations are still changing. Prepare around 5% extra badges and print the run sheet for every person responsible for a session or technical task.

Frequently asked questions

What equipment do I need for a policy conference?: Plan for a projector, projection screen, presentation laptop, wireless microphones, microphone stands, speakers, audio mixer and presentation clicker. Add HDMI cables, extension cords and power strips, with at least one spare connection for the main presentation setup.
How many chairs and tables do I need for a policy conference?: Start with one chair per confirmed participant, speaker and organiser, then add about 5% spare chairs. The final table count depends on the room layout, but allow separate tables for registration, catering and speakers rather than combining them at the last minute.
How much tableware should I buy for a policy conference?: Use the confirmed meal count and plan at least one plate, fork, knife and spoon per person for a plated or buffet meal. For cups and glasses, allow one per service round plus about 10% spare; provide additional carafes and serving utensils for each buffet station.
When should I order supplies for a policy conference?: Reserve the venue, catering and technical equipment several weeks before the conference, especially if the date is fixed. Finalise printed badges and programmes after the participant list closes, and test the complete AV setup at least one day before the event.

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