What to Buy for a Press Conference

A press conference needs more than microphones and chairs. You also need a reliable registration setup, clearly labelled press materials, working presentation connections and enough refreshments for the schedule. Plan quantities from your confirmed attendee and speaker counts, then add a small buffer for late registrations. This checklist helps you shop for the items people most often forget until setup has already started.

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What to bring

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

Furniture

Chairsqty 75
Tablesqty 10
Stage table
Changing room table
Stoolsqty 6
Coat racksqty 3

Equipment

Wireless microphonesqty 4
Microphone standsqty 3
Audio mixer
Speakersqty 2
Laptop
Presentation screen
Projector
HDMI cablesqty 3
Extension cordsqty 6
Power stripsqty 6
Power banksqty 4
Recording devicesqty 2
Tripodqty 2
Laptop chargersqty 2

Lighting

LED panelsqty 4
Standing lampsqty 2

Decorations

Backdrop
Logo bannersqty 2
Directional signsqty 8
Table floral arrangementsqty 6

Registration

Name badgesqty 80
Badge holdersqty 80
Pensqty 20
Clipboardsqty 4
Registration sign

Documentation

Press kitsqty 80
Program flyersqty 80
Notepadsqty 80
A4 printing paperqty 2
Envelopesqty 80

Tableware

Coffee cupsqty 80
Water glassesqty 80
Wine glassesqty 80
Platesqty 80
Forksqty 80
Knivesqty 80
Spoonsqty 80

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving traysqty 6
Serving jugsqty 6
Cutting boardsqty 2
Bread knivesqty 2
Serving tongsqty 6

Cleaning

Waste binsqty 6
Broom setsqty 2
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 6

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar sticks - 150 pieces
- Sweeteners - 100 pieces
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Still mineral water - 12 bottles
- Sparkling mineral water - 12 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Tonic - 3 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Non-alcoholic beer - 24 bottles
- Pilsner - 48 bottles
- White wine - 8 bottles
- Red wine - 4 bottles
- Sparkling wine - 4 bottles
- Ice cubes - 10 bags
- Mini quiches - 120 pieces
- Mini wraps - 120 pieces
- Vegetarian wraps - 40 pieces
- Vegan wraps - 30 pieces
- Gluten-free wraps - 20 pieces
- Cheese sandwiches - 40 pieces
- Chicken sandwiches - 40 pieces
- Vegan sandwiches - 30 pieces
- Hummus - 4 tubs
- Cream cheese - 3 tubs
- Cheese slices - 2 packs
- Crackers - 6 packs
- Grapes - 5 kilograms
- Apples - 60 pieces
- Bananas - 40 pieces
- Cherry tomatoes - 3 kilograms
- Cucumbers - 8 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Mixed nuts - 4 bags
- Olives - 4 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Napkins - 400 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 4 packs

Tips

Prepare one name badge, badge holder and pen for every expected attendee, plus 10% extra for walk-ins, spelling changes and damaged badges. Keep clipboards at the registration desk for printed attendance lists and last-minute notes.
Allow two to three drinks per person for the first hour, then one drink per person for each additional hour. Chill the drinks the day before, and include water for speakers who may be talking throughout the session.
Match the AV shopping list to every presentation device: bring at least two HDMI cables, two power strips, two extension cords and spare laptop chargers. Test the projector, presentation screen, microphones, mixer and speakers together before guests arrive.
Pack one press folder and one press kit per registered journalist, with 10% extra. Keep the presentation files on the main laptop and on a second backup device rather than relying on a single file or connection.
Buy or print directional signs for the entrance, registration desk, room and changing room before the event day. Reserve space for coat racks and a clear registration table; these practical details are easy to overlook when the focus is on the stage.

Frequently asked questions

How many press folders do I need for a press conference?: Prepare one folder per confirmed journalist or media representative, then add 10% extra. For 40 registered guests, prepare 44 folders so late arrivals and damaged copies are covered.
How much catering and how many drinks should I buy for a press conference?: For a one-hour press conference, plan one light catering portion per attendee and two to three drinks per person for the first hour. Add 10% for late registrations and speakers who stay after the session.
How many microphones are needed for a press conference?: Provide one wireless microphone for the main speaker and one additional microphone for questions or a moderator. If several speakers share a stage table, plan one microphone per active speaker plus one spare.
When should I test the equipment for a press conference?: Complete a full sound and presentation test at least two hours before doors open. Test the laptop, projector, screen, HDMI cables, power supply, recording devices and microphones in the exact room layout.

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