What you need for a slide lecture

A slide lecture needs more than chairs and a projector. You need a reliable presentation setup, a clear registration point, and enough cups, glasses and serving items for the audience. Plan the room around the screen first, then check power, cables and sound before guests arrive. This list also covers the easy-to-forget items, such as offline presentation files, route signs, name badges and a safe place for coats.

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What to bring

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

Furniture

Chairsqty 70
Tablesqty 10
Stage table
Clothing rack

Tableware

Coffee cupsqty 70
Glassesqty 100
Platesqty 80
Cutlery setsqty 80
Serving traysqty 8

Equipment

Projector
Projection screen
Laptop
HDMI cableqty 2
Microphoneqty 2
Speakersqty 2
Microphone stand
Extension cordsqty 4
Power stripsqty 4
Presentation clicker

Decorations

Name badgesqty 70
Program flyersqty 80
Route signsqty 6
Tableclothsqty 10

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 3
Ice cube traysqty 2
Tongs and spoonsqty 12

Cleaning

Waste binsqty 6
Broom and dustpanqty 2
Mop setsqty 2

Lighting

Standing lampsqty 2
Batteriesqty 12

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Sweetener - 1 box
- Milk - 6 liters
- Oat milk - 3 liters
- Lemons - 8 pieces
- Spa Blauw - 6 bottles
- Spa Red - 4 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Orange juice - 4 cartons
- Apple juice - 3 packs
- Apples - 5 kilo
- Bananas - 3 kilos
- Grapes - 3 kilos
- Mini cheese sandwiches - 40 pieces
- Vegetarian mini sandwiches - 20 pieces
- Chicken mini sandwiches - 30 pieces
- Hummus - 3 tubs
- Cucumber - 4 pieces
- Cherry tomatoes - 2 kilos
- Wholegrain crackers - 4 packs
- Cream cheese - 3 tubs
- Young cheese - 2 kilos
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Salty breadsticks - 3 bags
- Cookies - 6 packs
- Cake - 5 pieces
- Gluten-free cookies - 2 packs
- Sugar-free cookies - 2 packs
- Napkins - 250 pieces
- Paper cups - 100 pieces
- Stirrers - 150 pieces
- Aluminum foil - 1 roll
- Cling film - 1 roll
- Paper towels - 4 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- Dishwasher tablets - 1 box
- Cleaning spray - 2 bottles
- Toilet paper - 24 rolls
- Hand soap - 3 bottles

Tips

Have the speaker’s presentation saved offline on the laptop before setup, and bring the HDMI cable, presentation clicker and a tested backup connection. Do not rely on downloading the file at the venue.
Allow one chair per confirmed participant, plus a small reserve if the room permits. Arrange the first rows so nobody blocks the projection screen or the microphone stand.
Set up the registration desk with the final participant list, name badges and program flyers at least 30 minutes before doors open. Put route signs at every decision point from the entrance to the lecture room.
For coffee service, count at least one cup per guest and prepare extra cups, glasses, plates and cutlery sets for roughly 10% more people than registered. Place serving trays, tongs and spoons where guests can reach them without crossing the registration area.
Test the projector, screen, microphone, speakers and lighting before the audience enters. Use extension cords and power strips safely, keep spare cable length behind the stage table, and place waste bins near the drinks area.

Frequently asked questions

What equipment do I need for a slide lecture?: You need a projector, projection screen, laptop, HDMI cable, presentation clicker, microphone, speakers and microphone stand. Test every connection at least 30 minutes before guests arrive, and save the presentation offline beforehand.
How many chairs should I prepare for a slide lecture?: Prepare one chair for every confirmed participant and add about 10% spare capacity where the venue allows it. For 40 registrations, that means 44 chairs, arranged so the screen remains visible from every row.
How much coffee and tableware do I need?: Plan at least one cup per guest for the main coffee service, plus about 10% extra cups. For 40 guests, prepare around 44 cups, along with glasses, plates, cutlery sets, serving trays, tongs and spoons.
When should I set up the presentation equipment?: Start the technical setup at least 60 minutes before the lecture and complete a full presentation test 30 minutes before doors open. This leaves time to replace a cable, reposition the screen or solve microphone feedback.

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