What to buy for a research conference

A research conference needs more than coffee and a projector. You also need a reliable registration setup, clear name badges, presentation backups, and enough tableware for breaks and lunch. Use the attendee count as your base: plan one badge and one program brochure per participant, plus 5–10% extras. Check dietary requirements before ordering catering, and test every cable, microphone, laptop and presentation file before the day.

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What to bring

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

Furniture

Chairsqty 90
Tablesqty 12
Registration desk
Speaker table
Coat rackqty 2

Tableware

Coffee cupsqty 100
Water glassesqty 100
Platesqty 100
Cutlery setsqty 100
Serving traysqty 12
Coffee potsqty 6

Equipment

Projector
Projection screen
Laptopqty 2
Wireless microphonesqty 3
Microphone standsqty 2
Presentation clickerqty 2
Speakersqty 2
Power stripsqty 8
Extension cordsqty 8
HDMI cablesqty 4
USB sticksqty 4
Batteriesqty 12

Decorations

Name badge holdersqty 90
Name badge holdersqty 90
Tablecloth setsqty 12
Wayfinding signsqty 8
Wall postersqty 6
Flower arrangementsqty 6

Catering

Thermos flasksqty 8
Coolersqty 4
Ice cubesqty 12
Drink dispensersqty 3
Bread basketsqty 8
Small bowlsqty 16
Serving tongsqty 8
Corkscrewsqty 2
Groceries
- Coffee beans - 3 kilograms
- Decaf coffee - 500 grams
- Black tea - 100 tea bags
- Herbal tea - 50 bags
- Hot chocolate - 2 liters
- Sugar - 2 kilograms
- Sweeteners - 200 pieces
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Coffee creamer - 2 liters
- Still mineral water - 60 liters
- Sparkling mineral water - 30 liters
- Cola - 12 liters
- Cola Zero - 12 liters
- Sinas - 6 liters
- Apple juice - 6 liters
- Iced tea - 6 liters
- Lemons - 12 pieces
- Cucumbers - 8 pieces
- Cherry tomatoes - 3 kilograms
- Mixed salad - 3 kilograms
- Arugula - 500 grams
- Bell peppers - 12 pieces
- Red onions - 2 kilograms
- Carrots - 2 kilogram
- Sandwiches - 180 pieces
- Whole grain bread - 8 loaves
- Ciabatta - 12 pieces
- Butter - 1 kilogram
- Mild cheese - 3 kilograms
- Aged cheese - 2 kilogram
- Hummus - 2 kilograms
- Cream cheese - 1 kilogram
- Chicken breast slices - 2 kilograms
- Smoked salmon - 1 kilogram
- Egg salad - 1 kilogram
- Mayonnaise - 1 liter
- Mustard - 500 milliliter
- Pesto sauce - 500 grams
- Balsamic vinegar - 500 milliliters
- Olive oil - 1 liter
- Salt - 500 grams
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Garlic powder - 100 grams
- Spice mix - 250 grams
- Chicken breast - 6 kilograms
- Vegetarian burgers - 30 pieces
- Rice - 5 kilograms
- Pasta - 4 kilograms
- Tomato sauce - 5 liters
- Coconut milk - 3 liters
- Vegetable broth - 2 liters
- Potatoes - 8 kilograms
- Green beans - 5 kilograms
- Broccoli - 5 kilograms
- Mushrooms - 3 kilogram
- Apples - 80 pieces
- Bananas - 60 pieces
- Grapes - 5 kilograms
- Oranges - 50 pieces
- Yogurt - 6 kilogram
- Muesli - 3 kilogram
- Cookies - 5 kilogram
- Brownies - 100 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Salted nuts - 3 kilogram
- Olives - 2 kilograms
- Assorted bar snacks - 5 kilograms
- Herb cheese - 1 kilogram
- Grape juice - 6 liters
- Alcohol-free beer - 48 bottles
- Beer - 72 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 6 bottles
- Mineral water for speakers - 12 bottles
- Paper napkins - 500 pieces
- Coffee filters - 200 pieces
- Stirrers - 300 pieces
- Cocktail sticks - 300 pieces
- Storage containers - 30 pieces
- Garbage bags - 30 pieces
- Dish soap - 2 liters
- All-purpose cleaner - 2 liters
- Glass cleaner - 1 liter
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 4 bottles
- Hand sanitizer - 4 bottles
- Aluminum foil - 4 rolls
- Baking paper - 2 rolls

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Measuring cupsqty 2
Storage binsqty 12
Aluminum foilqty 2
Cling filmqty 2

Cleaning

Waste binsqty 6
Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6
Microfiber clothsqty 12
Hand soap dispensersqty 4

Tips

Plan one name badge holder and one printed program brochure per registered participant, then add 5–10% spare copies for late registrations, damaged badges and speakers.
For a full conference day, allow at least 2–3 coffee servings and 2–3 glasses of water per person, with extra cups, glasses, plates and cutlery for each catering break.
Prepare one presentation USB stick with the final files and keep a second backup. Bring the laptop, HDMI cables, power strips, extension cords and spare batteries together rather than sourcing them on the morning.
Set up the registration desk with the checked participant list, badges and wayfinding signs at least 60 minutes before doors open. This gives you time to spot missing names or incorrect dietary information.
Reserve seating and catering numbers from the final registration count, but confirm delivery and dietary requirements 24–48 hours beforehand. Keep thermos flasks, coffee pots and serving trays ready before the first break.

Frequently asked questions

How many name badges do I need for a research conference?: Prepare one badge for every registered participant, speaker and organiser. Add 5–10% spare badges, so 100 expected attendees means 105–110 holders and printed inserts.
How much coffee and water should I buy per conference attendee?: For a full-day research conference, allow 2–3 coffee servings and 2–3 glasses of water per person. Add roughly 10% extra for speakers, staff and heavier consumption during arrival and breaks.
When should I prepare the conference presentation equipment?: Test the projector, screen, laptop, microphones, speakers and all HDMI cables at least 24 hours before the conference. Load the final presentations onto two USB sticks and run a complete presentation test on the event day.
When should I confirm catering for a research conference?: Confirm the final attendee number and dietary requirements 24–48 hours before catering delivery. Check the delivery time on the morning of the event and allow at least 30 minutes to set out drinks, snacks and tableware.

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