What to Buy for a Summit Conference

Use this shopping list to prepare the practical side of a summit conference without leaving key items until the last day. Plan seating, registration supplies, presentation equipment and attendee materials around your confirmed participant count. For every speaker, allow a complete microphone and presentation setup, and keep spare cables and adapters on hand. Buy drinks, notepads and other consumables at least two days ahead so you have time to check deliveries, chill refreshments and fill any gaps.

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What to bring

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

Furniture

Conference chairsqty 170
Foldable tablesqty 24
Tall cocktail tablesqty 12
Registration tablesqty 3
Stage table
Speaker chairsqty 6
Table linenqty 30

Equipment

Presentation laptopqty 2
Projectorqty 2
Projection screenqty 2
Wireless microphonesqty 4
Microphone standsqty 2
Audio mixer
Speakersqty 4
HDMI cablesqty 4
HDMI adaptersqty 4
Extension cordsqty 4
Power stripsqty 8
Presentation clickerqty 2
Power banksqty 6

Registration

Badge holdersqty 180
Lanyardsqty 180
Desk pensqty 20
Registration binsqty 6
Clipboardsqty 6
Table numbersqty 30

Presentation

Flip chartsqty 4
Flipchart standsqty 4
Markersqty 24
Notepadsqty 180
Ballpoint pensqty 220
Speaker cardsqty 20
Presentation folderqty 10

Tableware

Dinner platesqty 180
Dessert platesqty 180
Coffee cupsqty 180
Water glassesqty 220
Wine glassesqty 180
Coffee spoonsqty 180
Dinner knivesqty 180
Dinner forksqty 180
Serving spoonsqty 24

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 8
Serving plattersqty 24
Serving tongsqty 16
Buffet traysqty 12
Cutting boardsqty 6
Chef's knifeqty 6
Ice packsqty 24

Decorations

Logo bannersqty 6
Stage backdrop
Centerpiecesqty 24
Name tent cardsqty 24
Buntingqty 6
Bollardsqty 12
Barrier tapeqty 4

Lighting

LED work lightsqty 6
Atmosphere lightsqty 12
Spare batteriesqty 24

Catering

Groceries
- Coffee beans - 8 packs
- Assorted tea bags - 6 boxes
- Decaffeinated coffee - 2 packs
- Hot chocolate - 4 cartons
- Semi-skimmed milk - 12 liters
- Oat milk - 8 liters
- Soy milk - 4 liters
- Sugar - 4 packs
- Sweeteners - 4 boxes
- Honey - 3 jars
- Lemons - 4 kilos
- Spa Blauw - 120 bottles
- Spa Red - 60 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Tonic - 12 bottles
- Ginger beer - 12 bottles
- Apple juice - 12 cartons
- Orange juice - 12 cartons
- Alcohol-free beer - 48 bottles
- Pilsener - 120 bottles
- White wine - 24 bottles
- Red wine - 18 bottles
- Prosecco - 12 bottles
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Savory nuts - 6 bags
- Olives - 6 jars
- Mixed nuts - 6 bags
- Salty crackers - 8 packs
- Toast rounds - 8 packs
- Hummus - 10 tubs
- Cream cheese - 8 tubs
- Herb cheese - 6 tubs
- Brie - 4 kilo
- Young cheese - 5 kilos
- Smoked chicken breast - 3 kilos
- Grill sausage - 3 kilos
- Vegetarian spreads - 12 tubs
- Grapes - 8 kilos
- Apples - 8 kilos
- Pears - 6 kilos
- Bananas - 6 kilos
- Cherry tomatoes - 5 kilo
- Cucumbers - 4 kilos
- Carrots - 4 kilos
- Peppers - 4 kilos
- Mixed salad - 8 kilos
- Whole wheat bread - 20 loaves
- White rolls - 220 pieces
- Wholemeal rolls - 120 pieces
- Mini Croissants - 220 Pieces
- Mini muffins - 220 pieces
- Unsalted butter - 3 kilo
- Potatoes - 25 kilos
- Rice - 12 kilo
- Pasta - 12 kilo
- Chicken breast - 18 kilos
- Vegetarian burgers - 60 pieces
- Grilled vegetables - 15 kilos
- Tomato sauce - 12 jars
- Pesto - 8 jars
- Mayonnaise - 6 bottles
- Ketchup - 6 bottles
- Mustard - 4 jars
- Garlic sauce - 4 bottles
- Olive oil - 4 liters
- Sunflower oil - 3 liters
- Salt - 2 packs
- Black pepper - 2 jars
- Paprika powder - 2 jars
- Italian herbs - 2 jars
- Garlic powder - 2 jars
- Cinnamon - 2 jars
- Sugar cubes - 3 packs
- Dessert cups - 180 pieces
- Vanilla pudding - 180 servings
- Chocolate mousse - 180 portions
- Fresh fruit for dessert - 12 kilos
- Cookies - 12 packs
- Ice cubes - 30 kilo
- Paper napkins - 1000 pieces
- Cocktail picks - 500 pieces
- Coffee filters - 3 packs
- Stirrers - 500 pieces
- Paper cups - 250 pieces
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 3 rolls
- Paper towels - 12 rolls
- Garbage bags - 120 pieces
- Dish soap - 4 bottles
- Dishwasher tablets - 2 boxes
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 6 packs
- Sponges - 12 pieces
- Microfiber cloths - 20 pieces
- Rubber gloves - 12 pairs
- Toilet paper - 48 rolls
- Hand soap - 8 bottles
- Paper towels - 12 packs
- Air freshener - 6 spray cans

Tips

Count conference chairs, badge holders, lanyards and notepads against the final attendee list, then add 5–10% spare capacity for late registrations or damaged items.
Prepare one registration table for every 75–100 attendees if people arrive at the same time. Put badge holders, lanyards, pens, clipboards and registration bins there before doors open.
Keep a backup presentation laptop, HDMI adapters, HDMI cables, extension cords and power strips available. Test the projector, screen, microphones, mixer and speakers together at least one day before the conference.
Provide one notepad and one pen per attendee, plus 10–15% extra. Place flip charts, stands and markers where speakers can reach them without leaving the stage area.
Order catering from the confirmed registration total and review dietary requirements at least 72 hours before the event. Chill drinks several hours before arrival and keep power banks available for a full conference day.

Frequently asked questions

What do I need to buy for a summit conference?: Plan for seating, registration materials, presentation equipment, signage and catering supplies. The core setup includes conference chairs, tables, badge holders, lanyards, a presentation laptop, projector, screen, microphones, cables, notepads and pens.
How many conference chairs should I order?: Order one chair per confirmed attendee and add 5–10% spare capacity. For 200 registered guests, that means 210–220 chairs, unless the venue already provides a suitable reserve.
How many name badges and lanyards do I need?: Prepare one badge holder and one lanyard for every registered attendee, plus 5–10% extras. For 150 attendees, prepare at least 158–165 complete badge sets for late registrations and replacements.
When should I buy supplies for a summit conference?: Buy reusable equipment and registration materials at least one week ahead. Order catering and final consumables after registrations close, ideally 72 hours before the event, then check deliveries and chill drinks on the day before.

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