What you need for a seminar

A seminar needs more than chairs and a projector. You will also need a clear registration setup, working presentation equipment, name badges, handouts and enough tableware for breaks and catering. Use the shopping list below alongside your programme and guest count. Order catering and drinks only after registrations and dietary requirements are confirmed, then check every cable, microphone and presentation before the event.

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What to bring

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

Furniture

Chairsqty 60
Tablesqty 10
Stage table
Registration desk
Speaker chairsqty 4

Equipment

Projector
Projection screen
Laptop
Wireless microphonesqty 2
Microphone stand
Presentation clicker
Speakersqty 2
Power stripsqty 4
Extension cordsqty 4
HDMI cablesqty 2
USB sticksqty 2

Tableware

Coffee cupsqty 70
Glassesqty 70
Platesqty 70
Cutlery setsqty 70
Serving plattersqty 8
Serving tongsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Cutting boardsqty 3
Bread knivesqty 2
Serving spoonsqty 6

Decorations

Name badgesqty 60
Tableclothsqty 10
Name badgesqty 8
Program standsqty 4
Pensqty 70
Notepadsqty 60
Tapeqty 3
Scissorsqty 2

Cleaning

Waste binsqty 4
Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 2

Catering

Groceries
- Coffee - 3 packs
- Tea - 4 boxes
- Sugar - 2 packs
- Mints - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 10 pieces
- Still mineral water - 8 bottles
- Sparkling mineral water - 6 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Coffee cream - 4 tubs
- Butter - 500 grams
- Mini croissants - 70 pieces
- Mini muffins - 70 pieces
- Cookies - 6 packs
- Wholemeal bread - 6 loaves
- White bread - 4 loaves
- Multigrain bread - 4 loaves
- Young cheese - 2,5 kilogram
- Chicken breast sandwich filling - 1.5 kilograms
- Hummus - 1 kilogram
- Cream cheese - 1 kilogram
- Jam - 3 jars
- Cucumbers - 8 pieces
- Tomatoes - 2 kilograms
- Mixed green salad - 4 kilograms
- Cherry tomatoes - 2 kilograms
- Pasta salad - 5 kilograms
- Vegetarian wraps - 30 pieces
- Chicken wraps - 40 pieces
- Vegetarian quiche - 4 pieces
- Mixed quiche - 6 pieces
- Dressing - 3 bottles
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Paper napkins - 150 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Parchment paper - 1 roll
- Garbage bags - 30 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- Dishwasher tablets - 40 pieces
- Cleaning wipes - 2 packs
- Hand soap - 4 bottles
- Hand sanitizer - 4 bottles

Tips

Plan seating for the confirmed attendance plus a small buffer of 5–10% if late registrations are likely. Keep a separate registration desk with the participant list, name badges and any pens or printed information needed on arrival.
Allow at least one presentation connection from the laptop to the projector, plus a spare HDMI cable and an extension cord. Test the full setup 1–2 days before the seminar, not just the projector by itself.
For a coffee break, calculate roughly 2 cups per person and provide extra glasses, plates and cutlery if catering includes food. Check whether the venue supplies coffee machines, kettles, thermos flasks or serving equipment before buying them.
Prepare one microphone for each active speaker when possible, and charge wireless microphones the day before. Keep a microphone stand and fresh batteries or a backup option available if the equipment requires them.
Print the programme, participant list, name badges and handouts after the final speaker titles and presentations are confirmed. Bring presentations on a USB stick as a backup, even when speakers have already sent their files.

Frequently asked questions

What equipment do I need for a seminar?: For a standard seminar, plan for a projector, projection screen, laptop, presentation clicker, microphones, speakers, power strips, extension cords and HDMI cables. Test the complete setup at least 1–2 days before the event.
How many chairs do I need for a seminar?: Provide one chair per registered participant, plus seating for speakers and a 5–10% buffer if attendance may change. Finalise the number after registration closes and before the room is arranged.
How much coffee and tableware do I need for a seminar?: For one coffee break, allow about 2 cups per person and add 10% extra cups, glasses, plates and cutlery. Confirm catering quantities and dietary requirements 3–5 days before the seminar.
When should I print seminar handouts and name badges?: Print them after the participant list, programme and speaker details are final, usually 1–2 days before the seminar. Keep a few blank name badges for last-minute attendees or spelling corrections.

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