Press conference shopping list

A press conference needs more than chairs and microphones. You will need drinks and tableware for the media, clear identification materials, presentation supplies and the right cables for your room and laptop. Buy or collect everything early enough to test the audio-visual setup, chill drinks and prepare the press kits before guests arrive. This checklist helps you estimate quantities and spot the small items that are often forgotten.

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What to bring

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

Furniture

Chairsqty 90
Tablesqty 10
Stage table
Lectern
Clothes racksqty 2

Tableware

Coffee cupsqty 90
Water glassesqty 100
Wine glassesqty 90
Platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100

Equipment

Wireless microphonesqty 3
Microphone standsqty 3
Speakersqty 2
Mixer
Projector
Projection screen
Laptop
HDMI cablesqty 3
HDMI adaptersqty 3
Extension cordsqty 6
Power stripsqty 6
Power banksqty 4
Camerasqty 2
Video camera
Tripodqty 3
Entry cardsqty 3
USB sticksqty 5
Laser pointer
Presentation clicker

Registration

Name badgesqty 100
Badge holdersqty 100
Lanyardsqty 100
Attendance formsqty 100
Ballpoint pensqty 30
Clipboard foldersqty 6

Communication

Press kitsqty 100
A4 printing paperqty 2
Flip chart
Flip chart sheetsqty 30
Markersqty 12
Wayfinding signsqty 8
Arrow stickersqty 20

Decorations

Backdrop cloth
Tableclothsqty 10
Flower arrangementsqty 4

Lighting

LED lightsqty 6
Light standsqty 3

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving traysqty 8
Carafesqty 12
Small bowlsqty 12
Pliersqty 6

Cleaning

Waste binsqty 6
Broom and dustpanqty 2
Mop headsqty 2
Bucketsqty 2
Cleaning clothsqty 20

Catering

Groceries
- Coffee beans - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Green tea - 1 box
- Herbal tea - 1 box
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Still mineral water - 60 bottles
- Sparkling mineral water - 30 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange juice - 12 liters
- Apple juice - 8 liters
- Alcohol-free wine - 12 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Beer - 6 crates
- Alcohol-free beer - 2 crates
- Toast - 12 packs
- Baguettes - 15 pieces
- Whole grain bread - 8 loaves
- Unsalted butter - 2 kilos
- Cream cheese - 2 kilo
- Hummus - 2 kilos
- Young cheese - 3 kilos
- Brie - 2 kilos
- Smoked chicken breast - 2 kilo
- Vegetarian spread - 2 kilos
- Cucumbers - 8 pieces
- Cherry tomatoes - 3 kilos
- Bell peppers - 12 pieces
- Carrots - 3 kilos
- Celery - 3 stalks
- Grapes - 4 kilos
- Apples - 60 pieces
- Bananas - 30 pieces
- Melons - 4 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Mixed nuts - 3 kilo
- Olives - 2 kilos
- Coffee pastries - 100 pieces
- Mini croissants - 100 pieces
- Mini sandwiches - 180 pieces
- Vegetarian sandwiches - 60 pieces
- Vegan sandwiches - 30 pieces
- Gluten-free crackers - 4 packs
- Gluten-free rolls - 20 pieces
- Mayonnaise - 2 bottles
- Mustard - 2 jars
- Ketchup - 2 bottles
- Cocktail sauce - 2 bottles
- Balsamic vinegar - 1 bottle
- Olive oil - 1 bottle
- Salt - 1 pack
- Black pepper - 1 jar
- Paper napkins - 300 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Hand soap - 4 bottles
- Hand sanitizer - 6 bottles
- Dish soap - 2 bottles
- Dishwasher tablets - 30 pieces
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Kitchen foil - 2 rolls
- Aluminum foil - 2 rolls
- Freezer bags - 1 box

Tips

Plan two to three drinks per person for the first hour, including water and coffee, then add one drink per person for each additional hour. Buy extra water for speakers and keep it within reach on the stage table.
Prepare one press badge, entry card and press kit for every registered journalist, plus at least 10% spare copies. Keep a separate digital version on USB sticks in case printed materials run out.
Count seats from the confirmed registration list and add 5% spare chairs. Set aside a separate table for registration, badges and press materials so late arrivals do not interrupt the opening.
Check every laptop connection at least one day before the event. Bring the correct HDMI adapters, two extension cords, two power strips and charged power banks rather than relying on the venue’s equipment.
Allow one place setting per catering guest, including a plate, fork, knife, spoon, coffee cup, water glass and wine glass where needed. Confirm dietary requirements before placing the final catering order, preferably 3–5 days in advance.

Frequently asked questions

How many drinks do I need for a press conference?: Plan for two to three drinks per person during the first hour, then one additional drink per person per hour. Include extra water for speakers and keep a reserve of about 10%.
How many press kits and badges should I prepare?: Prepare one press kit, badge and entry card for each confirmed journalist, plus 10% spare sets. For 50 registered guests, prepare at least 55 complete sets.
What cables and adapters do I need for a press conference?: Bring at least two HDMI cables, the HDMI adapters required by the presentation laptop, two extension cords and two power strips. Test the complete setup at least one day before the conference.
When should I confirm catering for a press conference?: Confirm the final catering quantity and dietary requirements 3–5 days before the event. Recheck the order on the day before delivery and allow one serving per registered guest, plus a small reserve.

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