Sales Conference Shopping List

A sales conference needs more than chairs and a projector. You will need registration supplies, reliable presentation equipment, catering items, drinks and a clear plan for power and cables. Use the attendee list to set quantities, then add a small buffer for late registrations and replacements. Order hired equipment and printed materials early, while drinks and other consumables can usually wait until the final few days.

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What to bring

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

Furniture

Chairsqty 110
Congress tablesqty 15
Registration tablesqty 2
Speaker table
Coat racksqty 2
Buffet tablesqty 4
Table linenqty 15

Equipment

Projector
Projection screen
Laptopsqty 2
Presentation clickersqty 2
Wireless microphonesqty 2
Speakersqty 2
Audio mixer
HDMI cablesqty 3
HDMI adaptersqty 3
USB sticksqty 4
Power stripsqty 8
Extension cordsqty 8
Cable matsqty 6

Tableware

Coffee cupsqty 120
Water glassesqty 120
Wine glassesqty 120
Platesqty 130
Cutlery setsqty 130
Serving spoonsqty 12
Carafesqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Hot drink urnsqty 6
Coolersqty 6
Serving traysqty 8
Cutting boardsqty 4
Bread knivesqty 4
Serving spoonsqty 10
Food containersqty 12
Thermos flasksqty 4

Decorations

Name badgesqty 120
Badge holdersqty 120
Lanyardsqty 120
Program leafletsqty 120
Table numbersqty 15
Directional signsqty 8
Welcome sign
Standing Table Signsqty 10
Pen holdersqty 10

Catering

Napkinsqty 300
Coffee spoonsqty 120
Waste binsqty 8
Drink dispensersqty 4
Water jugsqty 12
Groceries
- Coffee beans - 4 kilograms
- Decaf coffee - 1 kilogram
- Black tea - 4 boxes
- Green tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 3 kilograms
- Sweetener - 2 boxes
- Milk - 12 liters
- Oat milk - 8 liters
- Semi-skimmed coffee milk - 4 liter
- Still mineral water - 10 crates
- Sparkling mineral water - 6 crates
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Ice tea - 4 bottles
- Tonic - 3 bottles
- Ginger beer - 3 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Beer - 8 crates
- Alcohol-free beer - 3 cases
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 6 bottles
- Prosecco - 6 bottles
- Lemons - 3 kilogram
- Limes - 2 kilograms
- Ice cubes - 20 kilograms
- Unsalted butter - 2 kilograms
- Margarine - 1 kilogram
- Cream cheese - 2 kilograms
- Young cheese - 4 kilograms
- Aged cheese - 3 kilograms
- Brie - 2 kilograms
- Ham - 3 kilograms
- Chicken breast slices - 2 kilograms
- Hummus - 2 kilograms
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Whole wheat bread - 12 loaves
- White bread - 8 loaves
- Multigrain rolls - 120 pieces
- Croissants - 100 pieces
- Mini muffins - 120 pieces
- Apple pie - 6 pieces
- Cookies - 6 kilograms
- Paprika chips - 3 kilograms
- Plain chips - 3 kilograms
- Mixed nuts - 3 kilograms
- Salted crackers - 4 packs
- Grapes - 5 kilograms
- Apples - 8 kilograms
- Bananas - 6 kilograms
- Mandarins - 5 kilograms
- Cucumbers - 3 kilograms
- Cherry tomatoes - 4 kilograms
- Carrots - 3 kilogram
- Mixed salad - 5 kilograms
- Arugula - 1 kilogram
- Peppers - 3 kilograms
- Red onions - 1 kilogram
- Baby potatoes - 12 kilograms
- Rice - 8 kilograms
- Pasta - 8 kilograms
- Pasta sauce - 8 liters
- Tomato sauce - 6 liters
- Chicken breast - 12 kilograms
- Vegetarian burgers - 100 pieces
- Grilled vegetables - 8 kilograms
- Mushrooms - 4 kilogram
- Cream sauce - 5 liters
- Mayonnaise - 3 liters
- Ketchup - 3 liters
- Mustard - 2 liters
- Garlic sauce - 2 liters
- Olive oil - 3 liters
- Salt - 1 kilogram
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Italian herbs - 250 grams
- Basil - 20 bunches
- Vinegar - 2 liters
- Parmesan cheese - 2 kilograms
- Diet meals - 15 pieces
- Gluten-free rolls - 15 pieces
- Vegan desserts - 15 pieces
- Desserts - 100 pieces
- Cotton dishcloths - 20 pieces
- Dish soap - 3 liters
- All-purpose cleaner - 3 liters
- Glass cleaner - 2 liters
- Disinfectant spray - 2 bottles
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Napkins - 300 pieces

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6

Lighting

LED light stringsqty 4
Standing lampsqty 4

Tips

Plan two to three drinks per person for the first hour, then one drink per person for each additional hour. Include water as well as coffee, tea and any other drinks being served.
Allow one coffee cup, one water glass and one plate per attendee, plus at least 10% extra. For a full-day conference, plan enough cutlery and glasses for each meal and refreshment break.
Check every presentation laptop at least 24 hours before arrival. Pack the required HDMI cables, adapters, clickers, USB sticks and a spare extension cord rather than assuming the venue has compatible equipment.
Count registration materials against the final participant list and sort badges alphabetically before setup. Keep blank badges and pens at the registration table for last-minute changes.
Book or confirm microphones, speakers, the audio mixer and the projection screen no later than one week before the conference. Test the complete setup in the room, including cable mats and power strips, before delegates arrive.

Frequently asked questions

How many drinks do I need for a sales conference?: Plan two to three drinks per person for the first hour and one drink per person for every hour after that. Add about 10% extra, especially if registration starts before the first session.
How much tableware should I buy for a conference?: Use one cup, water glass and plate per attendee as a minimum, then add 10% for breakages and unexpected guests. For a full-day event, provide enough cutlery and glasses for the meal and each service point.
When should I order sales conference equipment?: Confirm hired equipment and catering supplies at least one week before the event. Test laptops, projectors, microphones, cables and adapters 24 hours before setup so missing or incompatible items can still be replaced.
What should I bring for conference registration?: Prepare one printed badge per registered attendee, plus at least 5% blank badges for corrections and late arrivals. Keep the participant list, spare pens and the badges sorted alphabetically at the registration table.

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