What to Buy for a Psychology Conference

A psychology conference needs more than chairs and coffee. You will also need practical supplies for registration, name badges, presentations, catering, speaker support, and clear directions through the venue. Plan equipment around the number of attendees and speakers, then add a small backup for items that can fail or run out. This shopping list brings those details together so you can check what must be bought, borrowed, printed, or packed before conference day.

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What to bring

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

Furniture

Conference chairsqty 120
Registration tablesqty 2
Buffet tablesqty 6
Foldable tablesqty 12
Speaker tablesqty 2
Coat racksqty 4

Tableware

Coffee cupsqty 130
Water glassesqty 130
Wine glassesqty 130
Dinner platesqty 130
Dessert platesqty 130
Knivesqty 130
Forksqty 130
Spoonsqty 130

Equipment

Projectorqty 2
Projection screensqty 2
Laptopsqty 2
HDMI cablesqty 4
HDMI adaptersqty 4
Wireless microphonesqty 3
Microphone standsqty 2
Presentation clickersqty 2
Power stripsqty 8
Extension cordsqty 8
USB sticksqty 4
Power banksqty 4

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 4
Serving traysqty 12
Serving spoonsqty 12
Buffet tongsqty 8
Cutting boardsqty 4
Chef's knifeqty 4
Aluminum foilqty 4
Food storage containersqty 12

Decorations

Tableclothsqty 12
Name badge holdersqty 120
Flower arrangementsqty 6
Directional signsqty 12
Program standsqty 4
Speaker name signsqty 8
Registration signsqty 2

Office

Name badgesqty 130
Badge lanyardsqty 130
Program leafletsqty 130
Notepadsqty 130
Ballpoint pensqty 150
A4 paperqty 2
Tapeqty 6
Scissorsqty 4
Markersqty 12
Flipchart padsqty 4
Whiteboard markersqty 12
Pen holdersqty 6

Cleaning

Waste binsqty 10
Dustpan and brushqty 3
Bucketsqty 4
Mopsqty 4
Microfiber clothsqty 12
Washing-up basinsqty 4

Catering

Groceries
- Coffee beans - 6 packs
- Black tea - 4 boxes
- Herbal tea - 3 boxes
- Cappuccino powder - 2 packs
- Sugar - 3 packs
- Milk - 12 liters
- Oat milk - 6 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Tonic - 6 bottles
- Spa Blue - 10 crates
- Spa Rood - 4 crates
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Alcohol-free beer - 6 crates
- White beer - 4 crates
- Red wine - 12 bottles
- White wine - 12 bottles
- Alcohol-free wine - 8 bottles
- Bottle openers - 4 pieces
- Ice cubes - 20 bags
- Mini croissants - 150 pieces
- Mini muffins - 150 pieces
- Whole wheat bread - 12 loaves
- White bread - 8 loaves
- Multigrain bread - 8 loaves
- Cream cheese - 10 tubs
- Young cheese - 5 kilogram
- Cooked ham - 4 kilogram
- Smoked chicken breast - 3 kilogram
- Hummus - 12 tubs
- Peanut butter - 4 jars
- Strawberry jam - 4 jars
- Honey - 3 jars
- Unsalted butter - 2 kilograms
- Cucumbers - 20 pieces
- Tomatoes - 5 kilograms
- Lettuce - 12 heads
- Bell peppers - 30 pieces
- Carrots - 5 kilograms
- Apples - 15 kilogram
- Bananas - 10 kilograms
- Grapes - 8 kilograms
- Mandarins - 10 kilogram
- Walnuts - 2 kilograms
- Almonds - 2 kilograms
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Breadsticks - 10 bags
- Olives - 8 jars
- Mixed nuts - 6 kilograms
- Cherry tomatoes - 5 kilograms
- Wraps - 150 pieces
- Falafel - 6 kilogram
- Chicken breast - 8 kilogram
- Rice - 8 kilograms
- Pasta - 8 kilograms
- Tomato sauce - 12 jars
- Pesto - 8 jars
- Vegetable broth - 4 packs
- Mixed vegetables - 12 kilogram
- Chickpeas - 12 cans
- Feta - 3 kilograms
- Parmesan cheese - 2 kilograms
- Yogurt - 8 kilograms
- Granola - 5 kilogram
- Lemons - 5 kilograms
- Olive oil - 4 bottles
- Balsamic vinegar - 2 bottles
- Mayonnaise - 4 jars
- Ketchup - 4 bottles
- Mustard - 3 jars
- Salt - 2 packs
- Black pepper - 2 jars
- Paprika powder - 2 jars
- Italian herbs - 2 jars
- Garlic - 1 kilogram
- Napkins - 600 pieces
- Paper coffee filters - 2 packs
- Wooden stirrers - 500 pieces
- Coffee cups - 300 pieces
- Paper plates - 300 pieces
- Aluminum trays - 100 pieces
- Plastic wrap - 4 rolls
- Baking paper - 4 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Disinfecting wipes - 8 packs
- Hand soap - 8 bottles
- Hand gel - 8 bottles

Tips

Prepare one name badge and printed programme per attendee, plus at least 5% extra for late registrations, spelling corrections, and walk-ins. Keep blank badges and spare badge holders at the registration table.
For a full conference day, allow 2 coffee servings per person during the morning break and another 2 during the afternoon break. Match cups, water glasses, plates, cutlery, coffee machines, kettles, and thermos flasks to the number of guests rather than the number of speakers.
Bring one presentation laptop, projector, screen, clicker, and wireless microphone for each active room. Pack at least 2 HDMI cables, the adapters needed for likely laptops, and 1 spare USB stick with the final presentations.
Provide at least 1 power strip and 1 extension cord for every presentation or registration area that needs multiple devices. Charge power banks before arrival and keep them with the volunteer or technician responsible for troubleshooting.
Buy or print directional signs for the entrance, registration desk, conference rooms, toilets, catering, and coat racks. Put the final programme, participant list, dietary requirements, and speaker briefing in a separate folder so volunteers can find them within 1 minute.

Frequently asked questions

What should I buy for a psychology conference?: Plan supplies for registration, catering, presentations, signage, and speaker support. Typical essentials include 1 badge and programme per attendee, plus 5% extra, as well as AV equipment, cables, adapters, power strips, coffee service, water glasses, and printed signs.
How much coffee do I need for a conference?: For a full-day psychology conference, budget about 4 servings per person: 2 during the morning break and 2 during the afternoon break. Add 10% if attendees will also have coffee at registration or if refills are difficult during the programme.
How many microphones and projectors are needed for a conference?: Allow 1 projector, projection screen, presentation laptop, clicker, and wireless microphone for each active presentation room. Add 1 spare HDMI cable, the required adapters, and 1 backup USB stick per room before the event starts.
When should I buy and print conference supplies?: Order catering and hire equipment as soon as the venue and attendance estimate are confirmed, ideally 2 to 4 weeks before the conference. Print badges, programmes, signage, and final presentation materials 2 to 3 days before the event, after registrations and dietary requirements have been checked.

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