Strategy conference shopping list

A strategy conference needs more than chairs and a projector. You will need reliable presentation equipment, clear registration supplies, workshop materials and a practical setup for coffee, water and meals. Check quantities against your confirmed participant list, then add spares for cables, adapters, stationery and serving items. The easiest items to overlook are power distribution, name-badge supplies, presentation backups and enough glasses and cups for breaks.

Organize this event for free with Lizzt

What to bring

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

Furniture

Congress tablesqty 8
Chairsqty 60
Registration desk
Speaker chairsqty 4
Coat rackqty 2

Equipment

Projector
Projection screen
Laptop
HDMI cablesqty 3
HDMI adaptersqty 4
Wireless microphonesqty 3
Microphone stand
Speakersqty 2
Mixer
Power stripsqty 6
Extension cordsqty 6
Laser pointerqty 2
Flip chartsqty 5
Flipchart markersqty 20
Presentation clickerqty 2

Tableware

Coffee cupsqty 70
Water glassesqty 70
Wine glassesqty 70
Dinner platesqty 70
Cutlery setsqty 70
Serving plattersqty 12
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Induction hob
Food warmersqty 4
Cutting boardsqty 3
Knivesqty 6
Serving tongsqty 6

Decorations

Name badgesqty 60
Badge holdersqty 60
Tableclothsqty 10
Directional signsqty 8
Program postersqty 6
Pensqty 70
Notepadsqty 60
Table name cardsqty 10
Tapeqty 4
Scissorsqty 4
Poster puttyqty 4
Table numbersqty 10

Lighting

Standing lampsqty 4

Cleaning

Waste binsqty 6
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 6

Catering

Groceries
- Coffee beans - 3 kilograms
- Tea bags - 150 pieces
- Decaf coffee - 500 grams
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Coffee creamer cups - 100 pieces
- Sugar sticks - 150 pieces
- Sweeteners - 100 pieces
- Still mineral water - 60 bottles
- Sparkling mineral water - 40 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Apple juice - 8 liters
- Orange juice - 8 liters
- Beer - 72 bottles
- Non-alcoholic beer - 24 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Bubbles - 6 bottles
- Baguettes - 12 pieces
- Whole grain bread - 8 loaves
- Mini croissants - 80 pieces
- Mini rolls - 120 pieces
- Butter - 1 kilogram
- Cream cheese - 1.5 kilograms
- Young cheese - 2 kilograms
- Aged cheese - 1,5 kilogram
- Back ham - 1,5 kilogram
- Smoked chicken breast - 1 kilogram
- Hummus - 1.5 kilograms
- Avocado spread - 1 kilogram
- Chicken salad - 1 kilogram
- Egg salad - 1 kilogram
- Cucumbers - 8 pieces
- Tomatoes - 3 kilograms
- Arugula - 1 kilogram
- Mixed salad - 3 kilogram
- Cherry tomatoes - 2 kilograms
- Bell peppers - 12 pieces
- Olives - 1 kilogram
- Feta cheese - 1 kilogram
- Pasta salad - 4 kilograms
- Potato salad - 4 kilogram
- Grilled vegetables - 3 kilogram
- Chicken breast - 6 kilograms
- Vegetarian burgers - 20 pieces
- Rice - 4 kilograms
- Pasta - 4 kilograms
- Tomato sauce - 5 liters
- Pesto - 1 kilogram
- Mayonnaise - 2 liter
- Ketchup - 2 liters
- Mustard - 1 liter
- Olive oil - 1 liter
- Balsamic vinegar - 500 milliliters
- Salt - 500 grams
- Black pepper - 250 grams
- Italian herbs - 100 grams
- Garlic - 6 bulbs
- Lemons - 12 pieces
- Apples - 60 pieces
- Bananas - 50 pieces
- Grapes - 4 kilograms
- Mandarins - 50 pieces
- Yogurt - 4 kilogram
- Muesli - 2 kilograms
- Honey - 500 grams
- Mini muffins - 80 pieces
- Brownies - 80 pieces
- Cookies - 6 packs
- Mixed nuts - 2 kilograms
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snack mix - 4 bags
- Paper napkins - 400 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- Dishwasher tablets - 40 pieces
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Hand sanitizer - 6 bottles

Tips

Plan one chair per confirmed participant, plus speaker chairs if presenters will remain seated during sessions. Keep the registration desk near the entrance with badges, the run sheet and any worksheets ready before doors open.
For every presentation laptop, check the required HDMI cable and adapter in advance. Pack at least one spare HDMI cable and adapter, and keep presentation files on a backup device.
Provide one water glass per participant for each table setting, then allow extra glasses for replacements. For a full-day conference, plan enough coffee cups for each scheduled break rather than relying on one cup per person.
Match flip charts and markers to the number of working groups. A practical starting point is one flip chart per group and at least two working markers per chart, with spares available.
Check power before the event starts: place power strips and extension cords where laptops, the projector, mixer and coffee equipment will be used. Test wireless microphones, speakers and the clicker during the equipment check, not when the first speaker begins.

Frequently asked questions

What equipment do I need for a strategy conference?: Plan for a projector, projection screen, laptop, HDMI cables and adapters, presentation clicker, laser pointer, microphones, speakers and a mixer. Add power strips and extension cords for every active equipment area, and test everything before registration opens.
How many chairs and tables do I need for a strategy conference?: Start with one chair per confirmed participant and add separate speaker chairs if needed. The number of congress tables depends on your room layout and group size, so confirm the floor plan before ordering or collecting furniture.
How many flip charts and markers should I buy?: Use one flip chart for each working group or breakout area. Bring at least two working markers per flip chart plus several spares, because dried-out markers are commonly discovered only after a session starts.
How much tableware do I need for a conference?: For a seated meal, plan one dinner plate and cutlery set per participant, with serving platters and serving spoons for the catering setup. For drinks, provide at least one coffee cup and one water glass per person per break, plus extra stock for replacements.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.