What you need for a Product Conference

A Product Conference needs more than chairs and a projector. You will need a registration setup, a stage and presentation equipment, reliable cables and power, plus tableware for coffee, drinks and catering. Use the attendee count to scale chairs, tables, glasses and place settings, then add a small buffer for last-minute guests or damaged items. Buy or collect supplies early enough to test the equipment and resolve missing adapters before setup day.

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What to bring

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

Furniture

Conference chairsqty 115
Foldable tablesqty 14
Registration tablesqty 2
Buffet tablesqty 4
Speaker table
Stage elementsqty 4
Stoolsqty 4
Clothes racksqty 2

Equipment

Projector
Projection screen
Laptopqty 2
HDMI cablesqty 4
HDMI adaptersqty 4
Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Mixer
Presentation clickerqty 2
Extension cordsqty 8
Power stripsqty 8
Gaffer tapeqty 4

Tableware

Water glassesqty 120
Wine glassesqty 120
Coffee cupsqty 120
Dinner platesqty 120
Dessert platesqty 120
Cutlery setsqty 120
Serving spoonsqty 12
Serving plattersqty 12
Serving plattersqty 10

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 4
Ice cube traysqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Serving utensilsqty 12
Food warmersqty 6
Food thermometersqty 2

Decorations

Logo bannersqty 4
Name badgesqty 120
Badge holdersqty 120
Table numbersqty 14
Flower arrangementsqty 8
Route signsqty 8
Pensqty 120
Notepadsqty 120
Program bookletsqty 120
Tableclothsqty 14
Pen holdersqty 14

Lighting

LED spotlightsqty 6
Atmosphere lightsqty 8
Battery lampsqty 6

Cleaning

Hand broomsqty 2
Vacuum cleaner
Mopsqty 2
Bucketsqty 2
Waste binsqty 6

Catering

Groceries
- Coffee beans - 3 kilograms
- Black tea - 6 boxes
- Herbal tea - 4 boxes
- Decaf coffee - 1 kilogram
- Sugar - 2 kilograms
- Sweeteners - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lemons - 2 kilograms
- Still mineral water - 12 bottles
- Sparkling mineral water - 12 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Bitter lemon - 4 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Alcohol-free beer - 48 bottles
- Pils - 96 bottles
- White wine - 18 bottles
- Red wine - 12 bottles
- Rosé - 6 bottles
- Prosecco - 8 bottles
- Ice cubes - 20 kilograms
- Mini croissants - 120 pieces
- Mini rolls - 120 pieces
- Butter - 1 kilogram
- Strawberry jam - 4 jars
- Sliced cheese - 3 kilogram
- Ham slices - 2 kilograms
- Hummus - 2 kilograms
- Avocado spread - 1 kilogram
- Cucumbers - 3 kilograms
- Tomatoes - 3 kilograms
- Arugula - 1 kilogram
- Mixed salad - 3 kilograms
- Baby potatoes - 8 kilograms
- Grilled vegetables - 6 kilograms
- Chicken breast - 8 kilogram
- Vegetarian burgers - 40 pieces
- Salmon fillet - 5 kilograms
- Rice - 5 kilograms
- Pasta - 4 kilograms
- Tomato sauce - 6 liters
- Pesto - 2 kilograms
- Parmesan cheese - 1 kilogram
- Mayonnaise - 2 liter
- Ketchup - 2 liters
- Mustard - 1 liter
- Garlic sauce - 1 liter
- Balsamic dressing - 2 liters
- Olive oil - 2 liters
- Salt - 500 grams
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Italian herbs - 250 grams
- Mini desserts - 120 pieces
- Apples - 8 kilograms
- Bananas - 6 kilograms
- Grapes - 5 kilograms
- Mixed nuts - 3 kilogram
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Olives - 3 kilograms
- Salted crackers - 8 packs
- Napkins - 500 pieces
- Paper cups - 250 pieces
- Paper plates - 150
- Cocktail sticks - 2 boxes
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 8 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- Dishwasher tablets - 30 pieces
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Disinfectant wipes - 4 packs
- Hand soap - 4 bottles
- Toilet paper - 24 rolls

Tips

Plan one conference chair per registered attendee, plus 5% extra if the venue allows it. Set aside enough foldable tables for registration, catering, speakers and any working areas rather than relying only on the venue’s standard layout.
Pack the complete presentation kit together: projector, projection screen, laptop, HDMI cables, HDMI adapters and a presentation clicker. Bring at least one spare HDMI cable and adapter, because these are often discovered missing only when the first speaker arrives.
Allow one wireless microphone per active speaker or panel position, with microphone stands available for fixed speaking points. Check the speakers and mixer with the microphones during the equipment test, not just when the audience is entering.
For catering, count one dinner plate, dessert plate and cutlery set per meal guest, then add 10% spare tableware. Provide one coffee cup per seated guest and enough water and wine glasses for the service plan; serving spoons and platters should be ready before food delivery arrives.
Include practical setup supplies that are easy to overlook: extension cords, power strips and gaffer tape for the AV area, plus printed badges, programs and route signs for registration and wayfinding. Keep these items in separate labelled boxes so they are available during venue setup.

Frequently asked questions

How many chairs do I need for a Product Conference?: Start with one conference chair per registered attendee and add about 5% spare capacity. For 100 attendees, that means 105 chairs if the venue has room. Confirm the final number after registration closes, ideally 2–3 days before the event.
What AV equipment is needed for a Product Conference?: Plan for a projector, projection screen, laptop, HDMI cables, HDMI adapters and a presentation clicker. Add wireless microphones, microphone stands, speakers and a mixer when the room or program requires sound. Test the full setup at least one day before the conference.
How much tableware should I buy for a conference?: For a catered meal, count one dinner plate, dessert plate and cutlery set per guest, plus 10% spare. Coffee cups and water glasses should cover every attendee at the same time; wine glasses depend on the drinks service. Confirm the caterer’s quantities at least 3–5 days before the event.
When should I buy conference supplies?: Buy or reserve furniture, AV equipment and tableware at least 1–2 weeks ahead, especially if they are rented. Purchase printed badges, programs and route signs after registration and the program are finalized, usually 2–3 days before the event. Check the complete shopping list before setup day.

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