What do you need for a seminar?

A seminar needs more than chairs and a projector. You also need a reliable registration setup, clear signage, working presentation equipment, drinks and catering supplies for the full schedule. Use the prepared list below to check what must be bought, hired or brought to the venue. Plan quantities from your guest count, then add a small buffer for glasses, coffee, printed materials and last-minute replacements.

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What to bring

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

Furniture

Chairsqty 55
Tablesqty 10
Speaker table
Buffet tablesqty 4
Stoolsqty 8

Equipment

Projector
Projection screen
Presentation laptop
Wireless microphonesqty 2
Speakersqty 2
Microphone stand
Power stripsqty 4
Extension cordsqty 4
HDMI cablesqty 2
Presentation clicker
Wi-Fi router

Tableware

Coffee cupsqty 60
Water glassesqty 60
Wine glassesqty 60
Platesqty 60
Cutlery setsqty 60
Coffee spoonsqty 60

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Serving traysqty 6
Small bowlsqty 12
Serving spoonsqty 8
Coolersqty 4
Ice cube traysqty 4

Decorations

Tableclothsqty 10
Name badgesqty 60
Table numbersqty 10
Directional signsqty 8
Pensqty 60
Notepadsqty 60
Badgesqty 60

Lighting

Standing lampsqty 4

Cleaning

Dustpan and brushqty 2
Floor squeegeesqty 2
Bucketsqty 3
Microfiber clothsqty 12

Catering

Groceries
- Coffee beans - 2 kilos
- Black tea - 3 boxes
- Herbal tea - 2 boxes
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Still mineral water - 10 bottles
- Sparkling mineral water - 8 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Non-alcoholic beer - 24 bottles
- Pilsner - 48 bottles
- White wine - 8 bottles
- Red wine - 6 bottles
- Sparkling wine - 4 bottles
- Lemons - 12 pieces
- Cucumbers - 8 pieces
- Cherry tomatoes - 2 kilos
- Carrots - 2 kilo
- Bell peppers - 12 pieces
- Grapes - 3 kilos
- Apples - 60 pieces
- Bananas - 40 pieces
- Mixed nuts - 2 kilos
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Olives - 6 jars
- Hummus - 2 kilos
- Cream cheese - 1 kilo
- Young cheese - 2 kilos
- Hummus wraps - 30 pieces
- Chicken wraps - 30 pieces
- Mini quiches - 60 pieces
- Sandwiches - 60 pieces
- Sandwich rolls - 60 pieces
- Butter - 500 grams
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Mustard - 1 jar
- Salt - 1 tin
- Pepper - 1 can
- Olive oil - 1 bottle
- Napkins - 400 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- Dishwasher tablets - 1 box
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 4 packs

Tips

Plan around two to three drinks per person for the first hour, then one drink per person for each additional hour. Keep water available throughout the programme and chill drinks before guests arrive.
For coffee, allow at least two cups per attendee for a half-day seminar and three for a full-day programme. Check that you have enough cups, coffee spoons, serving trays and thermos flasks before ordering catering.
Prepare one name badge and one printed programme per registered participant, plus 5–10% extra. Print wayfinding signs and the participant list no later than the day before the seminar.
Test the projector, screen, presentation laptop, HDMI cables, clicker, microphones and speakers at least 60 minutes before registration opens. Bring spare power strips and extension cords rather than relying on the venue’s sockets.
Keep a complete backup of every presentation on the presentation laptop and one USB drive. Collect speaker files at least 24 hours in advance so there is time to check fonts, videos, sound and slide order.

Frequently asked questions

What should I buy for a seminar?: Plan for registration materials, name badges, printed programmes and signs, drinks, coffee supplies, snacks and serving items. You may also need AV equipment such as a projector, screen, microphones, speakers, cables and power strips.
How much coffee do I need for a seminar?: Allow two cups per person for a half-day seminar and three cups per person for a full-day seminar. Add about 10% extra if the programme includes a long morning break or several speaker sessions.
How many printed programmes and name badges should I prepare?: Prepare one programme and one name badge for every registered participant, then add 5–10% extra. For 80 attendees, that means 84–88 copies and badges.
When should seminar presentations be collected?: Ask speakers to send their files at least 24 hours before the seminar. Check every presentation before event day and keep a copy on the presentation laptop and on a USB drive.

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