What to buy for a regional conference

A regional conference needs more than coffee and printed programs. This shopping list covers the practical supplies for registration, presentations, catering, room setup and attendee comfort. Plan quantities from your confirmed participant list, then add a small reserve for damaged badges, spilled drinks and last-minute registrations. Check dietary requirements before placing the catering order, and test every cable, microphone and projector before materials leave for the venue.

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What to bring

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

Furniture

Tablesqty 18
Chairsqty 120
Registration desk
Dressing tablesqty 4
Speaker chairsqty 6
Coat racksqty 4
Waste binsqty 8

Equipment

Laptopsqty 3
Projectorsqty 2
Projection screensqty 2
Presentation clickersqty 2
Microphonesqty 4
Speakersqty 2
Mixer
Extension cordsqty 8
Power stripsqty 8
HDMI cablesqty 4
USB sticksqty 3
Wi-Fi router
Power banksqty 4

Tableware

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

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Food warmersqty 6
Coolersqty 6
Cutting boardsqty 4
Kitchen knivesqty 6
Serving plattersqty 12
Serving traysqty 8
Thermos flasksqty 8

Decorations

Tableclothsqty 18
Name card holdersqty 120
Flower arrangementsqty 8
Flagsqty 6
Wayfinding signsqty 10

Lighting

LED lightsqty 8
Light standsqty 4

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Cleaning clothsqty 20
Dish brushesqty 4

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Milk - 12 liters
- Oat milk - 6 liters
- Lemon - 2 kilos
- Still mineral water - 80 bottles
- Sparkling mineral water - 40 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Alcohol-free beer - 48 bottles
- Beer - 120 bottles
- White wine - 18 bottles
- Red wine - 12 bottles
- Rosé - 8 bottles
- Ice cubes - 20 kilo
- Mini croissants - 150 pieces
- Mini rolls - 180 pieces
- Whole wheat bread - 12 loaves
- White rolls - 100 pieces
- Multigrain sandwiches - 80 pieces
- Unsalted butter - 2 kilos
- Cream cheese - 2 kilo
- Young cheese - 5 kilos
- Aged cheese - 3 kilos
- Back ham - 3 kilos
- Smoked chicken breast - 3 kilos
- Hummus - 3 kilos
- Peanut butter - 2 jars
- Jam - 3 jars
- Cucumber - 5 kilo
- Tomatoes - 6 kilos
- Lettuce - 10 heads
- Bell peppers - 4 kilo
- Carrots - 4 kilos
- Grapes - 8 kilos
- Apples - 120 pieces
- Bananas - 100 pieces
- Yogurt - 10 kilos
- Muesli - 4 kilos
- Nut mix - 3 kilo
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Olives - 4 jars
- Mixed bar snacks - 4 kilos
- Bitterballen - 300 pieces
- Vegetarian bitterballen - 150 pieces
- Mini vegetable spring rolls - 200 pieces
- Dipping sauce - 6 bottles
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 jars
- Pasta - 8 kilo
- Rice - 6 kilos
- Vegetable curry - 15 kilos
- Chicken dish - 18 kilos
- Mixed salad - 15 kilos
- Pasta salad - 12 kilos
- Bread - 12 loaves
- Herb butter - 2 kilo
- Vegan dessert - 30 portions
- Dessert portions - 100 pieces
- Cinnamon - 1 jar
- Salt - 1 kilo
- Pepper - 1 jar
- Olive oil - 2 liters
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Napkins - 600 pieces
- Paper cups - 250 pieces
- Stir sticks - 250 pieces
- Coffee filters - 150 pieces
- Dishwasher tablets - 30 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 2 bottles
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Paper towels - 12 packs
- Freezer bags - 2 boxes
- Labels - 2 packs
- Waterproof markers - 2 packs

Tips

Buy name badge supplies and printed programs only after the final participant list is ready. Print a few spare badges and route maps for late registrations or replacements.
Plan coffee, tea and water for the full program rather than only the opening session. For the first hour, allow roughly two to three drinks per person, then replenish before each break.
Match tableware to the catering format: dinner plates and cutlery for a meal, dessert plates for a separate dessert course, and enough serving spoons and pitchers for each catering station.
Pack presentation equipment as a complete set: laptop, projector, projection screen, clicker, HDMI cable, power strip and extension cord. Bring at least one spare HDMI cable and USB stick because these are easy to overlook.
Prepare the registration and catering areas before attendees arrive. Include the registration desk, tables, chairs, coat racks and waste bins, and keep power banks available for speakers or staff working through a long day.

Frequently asked questions

How much coffee and water do I need for a regional conference?: For the first hour, plan two to three drinks per person, including coffee, tea and water. For a full-day program, schedule a refill at every break and keep extra pitchers ready near the catering area.
How many spare name badges should I buy for a regional conference?: Prepare spare badges for about 5% of the confirmed participant list, with a minimum of five. This covers late registrations, spelling corrections and damaged badges without reprinting during the event.
What AV equipment do I need for regional conference presentations?: Each presentation room should have a laptop, projector, projection screen, presentation clicker, HDMI cable and reliable power access. Pack one spare HDMI cable and USB stick per room, and test the setup at least one day before the conference.
When should I order catering for a regional conference?: Place the catering order after registrations and dietary requirements have been checked, preferably at least 7 days before the conference. Confirm the final headcount and special meals again 2 to 3 days beforehand.

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