What do you need for a seminar?

A seminar needs more than chairs and a projector. Plan the items attendees and speakers will use from registration through the final presentation: name badge holders, printed folders, notepads, pens, water glasses and presentation equipment. Check quantities against your confirmed registration list, then add a small buffer for late arrivals and damaged supplies. Arrange deliveries and test cables, adapters, microphones and the presentation laptop before the room opens.

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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
Stoolsqty 4
Tableclothsqty 12

Equipment

Projector
Projection screen
Presentation laptop
Wireless microphonesqty 2
Microphone stand
Speakersqty 2
Mixer
HDMI cablesqty 2
HDMI adaptersqty 3
Extension cordsqty 3
Power stripsqty 6
Wi-Fi booster

Presentation

Flip chartqty 2
Flipchart padsqty 4
Markersqty 12
Presentation clicker
Notepadsqty 90
Ballpoint pensqty 100
Name badge holdersqty 90
Print foldersqty 90

Tableware

Coffee cupsqty 100
Drinking glassesqty 100
Water glassesqty 100
Dinner platesqty 100
Cutlery setsqty 100
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving plattersqty 12
Food warmersqty 6
Cutting boardsqty 3
Chef’s knives and bread knivesqty 4

Decorations

Welcome signsqty 3
Program standsqty 3
Table signsqty 12

Lighting

Standing lampsqty 4

Cleaning

Vacuum cleaner
Broom and dustpanqty 2
Mopsqty 2
Bucketsqty 2

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 packs
- Sweetener - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Sparkling water - 12 bottles
- Still water - 12 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Coffee cream - 4 tubs
- Butter - 3 packs
- Mini croissants - 100 pieces
- Mini muffins - 100 pieces
- Cookies - 5 packs
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Mixed nuts - 3 bags
- Olives - 3 jars
- Grapes - 5 kilos
- Apples - 90 pieces
- Bananas - 60 pieces
- Mini cucumbers - 4 kilos
- Carrots - 3 kilos
- Cherry tomatoes - 3 kilos
- Hummus - 12 tubs
- Cream cheese - 8 tubs
- Young cheese - 3 kilos
- Boiled ham - 2 kilos
- Smoked chicken breast - 2 kilo
- Whole wheat bread - 12 loaves
- White rolls - 100 pieces
- Gluten-free rolls - 10 pieces
- Vegetable soup - 12 liters
- Tomato soup - 8 liters
- Mixed salad - 8 kilos
- Pasta salad - 8 kilo
- Potato salad - 6 kilos
- Vegetarian quiche - 10 pieces
- Chicken breast - 8 kilos
- Rice - 6 kilos
- Pasta - 6 kilos
- Tomato sauce - 8 jars
- Pesto - 6 jars
- Parmesan cheese - 1 kilo
- Olive oil - 2 liters
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Vegan meal portions - 10 portions
- Vegetarian meal portions - 20 portions
- Gluten-free meal portions - 8 portions
- Vegan cake slices - 10 pieces
- Apple pie - 4 pies
- Whipped cream - 4 aerosol cans
- Paper napkins - 300 pieces
- Coffee filters - 2 packs
- Stir sticks - 200 pieces
- Teaspoons - 100 pieces
- Cocktail picks - 200 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Freezer bags - 2 boxes
- Trash bags - 4 rolls
- Biodegradable trash bags - 2 rolls
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Hand sanitizer - 4 bottles
- Dish soap - 2 bottles
- Dishwasher tablets - 1 pack
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Cleaning wipes - 2 packs
- Rubber gloves - 4 pairs

Tips

Prepare one name badge holder, printed folder, notepad and pen per registered attendee, plus 5–10% extra for last-minute arrivals or replacements.
Set out water glasses and drinking glasses for every seat, and keep additional glasses at the speaker table. Confirm the catering quantities after dietary requirements are collected, not before.
Check the projector, projection screen, presentation laptop, HDMI cables and adapters at least one day ahead. Bring the correct adapter for every laptop that speakers may use.
Allow at least one wireless microphone for the speaker and a second microphone for audience questions when the room is large enough for questions from the floor.
Count power strips and extension cords by room layout rather than by attendee number. Test the complete setup with the mixer, speakers and microphone before doors open.

Frequently asked questions

How many seminar handouts and pens do I need?: Prepare one printed folder, notepad and ballpoint pen per confirmed attendee. Add 5–10% extra, so a seminar with 80 registrations needs 84–88 sets.
How much water should I provide for a seminar?: Plan at least 500 ml of water per attendee for a half-day seminar and around 1 litre for a full day. Place water glasses at every seat and keep extra glasses at the registration and speaker tables.
When should I test the seminar projector and microphones?: Test the projector, screen, laptop, cables, adapters, mixer and microphones at least one day before the seminar. Run the full presentation setup again 60–90 minutes before attendees arrive.
How many name badges should I print for a seminar?: Print one badge for every confirmed registration and prepare 5–10% blank or spare holders. For 100 attendees, have 105–110 badge holders available and keep the registration list at the desk.

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