What you need for a practice conference

A practice conference needs more than chairs and a projector. You will need reliable presentation equipment, enough seating and tables, registration furniture, name badges, and tableware for coffee, water, snacks, and meals. Use the confirmed participant count to set quantities, then add a small buffer for cups, glasses, plates, and printed materials. The items below also help you spot common late additions, such as HDMI adapters, extension cords, microphone stands, and backup power.

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What to bring

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

Furniture

Foldable tablesqty 12
Chairsqty 110
Registration deskqty 2
Stage table
Speaker chairsqty 4
Clothes racksqty 2
Waste binsqty 8

Equipment

Projector
Projection screen
Laptopqty 2
HDMI cablesqty 3
HDMI adaptersqty 4
Extension cordsqty 8
Power stripsqty 6
Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Laser pointerqty 2
Clickerqty 2
Power banksqty 4

Tableware

Coffee cupsqty 120
Water glassesqty 120
Wine glassesqty 120
Platesqty 120
Forksqty 120
Knivesqty 120
Spoonsqty 120
Serving spoonsqty 12
Coffee potsqty 6
Thermos flasksqty 8

Kitchen

Coolersqty 6
Ice cube traysqty 4
Serving traysqty 12
Small bowlsqty 20
Serving bowlsqty 12
Cutting boardsqty 4
Kitchen knivesqty 4
Serving utensilsqty 12
Bottle openersqty 4
Corkscrewsqty 3

Decorations

Tableclothsqty 12
Name badge holdersqty 110
Table numbersqty 12
Flower arrangementsqty 8
Welcome sign
Directional signsqty 8
Backdrop

Lighting

LED lampsqty 8
String lightsqty 4

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Broom setsqty 2
Cleaning glovesqty 6

Catering

Groceries
- Coffee beans - 3 kilo
- Decaf coffee - 500 grams
- Black tea - 2 boxes
- Green tea - 1 box
- Herbal tea - 1 box
- Sugar - 2 kilos
- Sweetener - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Soy milk - 3 liters
- Lemons - 2 kilos
- Still mineral water - 60 bottles
- Sparkling mineral water - 36 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Tonic - 6 bottles
- Apple juice - 8 liters
- Orange juice - 10 liters
- Ginger beer - 6 bottles
- Alcohol-free beer - 48 bottles
- Beer - 96 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 6 bottles
- Prosecco - 6 bottles
- Ice cubes - 20 kilo
- Butter - 1 kilo
- Cream cheese - 1 kilo
- Hummus - 1.5 kilos
- Young cheese - 2 kilos
- Aged cheese - 1 kilo
- Goat cheese - 750 grams
- Chicken breast slices - 1.5 kilos
- Dry-cured ham - 1 kilo
- Smoked salmon - 750 grams
- Egg salad - 1 kilo
- Jam - 4 jars
- Honey - 2 jars
- Baguettes - 20 pieces
- Mini rolls - 180 pieces
- Gluten-free sandwiches - 12 pieces
- Vegan sandwiches - 24 pieces
- Wraps - 60 pieces
- Cucumbers - 12 pieces
- Tomatoes - 4 kilos
- Arugula - 1 kilo
- Bell peppers - 3 kilos
- Carrots - 3 kilos
- Grapes - 4 kilos
- Apples - 100 pieces
- Bananas - 80 pieces
- Mandarins - 6 kilos
- Strawberries - 3 kilos
- Nut mix - 2 kilo
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Olives - 2 kilos
- Sun-dried tomatoes - 1 kilo
- Mini pickles - 2 jars
- Breadstick crackers - 8 packs
- Pesto - 4 jars
- Tapenade - 4 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Balsamic vinegar - 2 bottles
- Olive oil - 2 liters
- Salt - 1 kilo
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Garlic powder - 150 gram
- Napkins - 500 pieces
- Paper coffee filters - 2 packs
- Stirrers - 300 pieces
- Cocktail sticks - 300 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Trash bags - 60 pieces
- Dishwasher tablets - 40 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Microfiber cloths - 20 pieces
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Tissues - 12 boxes

Tips

Plan seating and table quantities from the final participant list, then keep a few spare chairs available for late registrations or speakers. Set aside a separate registration desk and enough room for clothes racks and waste bins.
For presentations, prepare one laptop, a projector, a projection screen, and the correct HDMI cables and adapters. Pack at least one spare adapter and test every connection before speakers arrive.
Count one water glass per attendee for each service, plus extras for speakers and replacements. If coffee is served more than once, use coffee pots or thermos flasks so the first break does not depend on a single refill.
Match microphones to the programme: prepare one wireless microphone for each simultaneous speaking position and keep microphone stands available. Test the microphones, speakers, and power strips in the venue before the event day.
Prepare printed name badges and programme leaflets only after the participant list and programme are final. Keep a small supply of blank badges, pens, power banks, and spare cables for changes on the day.

Frequently asked questions

What equipment do I need for a practice conference?: At minimum, plan for a laptop, projector, projection screen, HDMI cables, HDMI adapters, extension cords, and power strips. For live presentations, also prepare wireless microphones, speakers, a clicker, and a laser pointer. Test the complete setup at least 1 day before the conference.
How many chairs and tables do I need for a practice conference?: Provide 1 chair per registered participant, speaker, and organiser who will sit in the room, then add 5% spare chairs. Use separate tables for registration, the stage, speakers, and any catering or coffee-break service.
How much tableware should I buy for a conference?: Start with 1 coffee cup, water glass, plate, fork, knife, and spoon per attendee, plus 10% extra for breakage and replacements. Add wine glasses only if wine is being served, and provide serving spoons for shared food.
When should I buy or reserve conference supplies?: Reserve the venue, furniture, projector, microphones, and catering as soon as the date and programme are fixed. Finalise printed badges, leaflets, dietary meals, and the participant-based quantities 3 to 5 days before the event, after registrations are checked.

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