What you need for a suppliers conference

A suppliers conference needs more than chairs and coffee. You will need a clear registration point, name badges, presentation equipment, serving items and enough tableware for both catering and breaks. Count attendees from the confirmed registration list, then add a small buffer before placing the catering order. Check connections, adapters and power supplies before the event rather than discovering a missing cable when the first speaker is ready.

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What to bring

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

Furniture

Reception tableqty 2
Buffet tableqty 6
Tablesqty 12
Chairsqty 90
Stoolsqty 12
Lectern
Stage sectionsqty 4
Clothing rackqty 2
Waste binsqty 8

Tableware

Dinner platesqty 100
Dessert platesqty 100
Coffee cupsqty 100
Water glassesqty 120
Wine glassesqty 100
Cutlery setsqty 100
Serving spoonsqty 12
Serving tongsqty 8
Coffee spoonsqty 100

Equipment

Projector
Projection screen
Laptop
Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Mixer
HDMI cablesqty 3
USB-C adaptersqty 3
Extension cordsqty 6
Power stripsqty 6
Power banksqty 4
Presentation clickerqty 2
Wi-Fi hotspot

Decorations

Tableclothsqty 18
Stage curtain
Logo bannersqty 4
Flower arrangementsqty 8
Table décorqty 12
Name badge holdersqty 90
Directional signsqty 10
Program standsqty 6
Sticky tackqty 4
Painter's tapeqty 6

Lighting

LED spotlightsqty 8
Mood lightingqty 4
Battery lampsqty 6

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 4
Ice containersqty 3
Cutting boardsqty 4
Chef's knifeqty 4
Serving plattersqty 12
Serving jugsqty 8
Label holdersqty 20
Food warmersqty 8
Kitchen tongsqty 8
Oven mittsqty 4

Cleaning

Cleaning bucketsqty 4
Microfiber clothsqty 12
Floor mopsqty 3
Broom setsqty 2
Dustpan and brushqty 3
Washing-up basinsqty 6
Hand soap dispensersqty 4

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Green tea - 1 box
- Herbal tea - 1 box
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Lemon - 12 pieces
- Still mineral water - 12 bottles
- Sparkling mineral water - 12 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Apple juice - 4 packs
- Orange juice - 6 cartons
- Tonic - 4 bottles
- Beer - 5 crates
- Alcohol-free beer - 2 crates
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 6 bottles
- Bubbles - 6 bottles
- Ice cubes - 15 kilos
- Mini croissants - 100 pieces
- Mini raisin buns - 80 pieces
- Butter - 1 kilo
- Strawberry jam - 3 jars
- Cheese slices - 2 kilos
- Ham slices - 2 kilo
- Hummus - 1.5 kilos
- Whole grain bread - 8 loaves
- White bread - 6 loaves
- Gluten-free bread - 2 loaves
- Mini sandwiches - 120 pieces
- Wraps - 80 pieces
- Smoked salmon - 1.5 kilos
- Cream cheese - 1 kilo
- Cucumber - 15 pieces
- Tomatoes - 3 kilos
- Arugula - 6 bags
- Bell peppers - 12
- Olives - 3 jars
- Sun-dried tomatoes - 2 jars
- Chicken breast - 5 kilos
- Vegetarian burgers - 30 pieces
- Vegan burgers - 15 pieces
- Burger buns - 100 pieces
- Mixed salad - 8 kilos
- Cucumber salad - 4 kilos
- Pasta salad - 8 kilo
- Potato salad - 6 kilos
- Grilled Vegetables - 6 kilos
- Rice - 5 kilo
- Pasta - 4 kilo
- Tomato sauce - 6 jars
- Green pesto - 4 jars
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 bottles
- Garlic sauce - 2 bottles
- Barbecue sauce - 2 bottles
- Vinaigrette - 3 bottles
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Italian herbs - 1 jar
- Garlic powder - 1 jar
- Chili flakes - 1 jar
- Parmesan cheese - 1 kilo
- Grated cheese - 2 kilos
- Fresh fruit - 12 kilos
- Apples - 40 pieces
- Bananas - 30 pieces
- Grapes - 5 kilos
- Mini muffins - 100 pieces
- Brownies - 100 pieces
- Cookies - 8 packs
- Nut mix - 3 kilo
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snacks - 4 bags
- Napkins - 400 pieces
- Paper coffee cups - 150 pieces
- Wooden stirrers - 200 pieces
- Cocktail picks - 200 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 8 rolls
- Toilet paper - 36 rolls
- Trash bags - 50 pieces
- Paper towels - 12 packs
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 6 packs
- Hand sanitizer gel - 6 bottles
- Sponges - 12 pieces

Tips

Prepare one name badge and one printed participant-list entry for every confirmed attendee, plus at least 5% extra badges for late changes or damaged prints.
For a full conference day, plan at least two coffee cups, two water glasses and one complete cutlery set per attendee; add 10% if washing-up is not available during the event.
Check every presenter’s laptop connection at least 24 hours before the conference. Keep both HDMI and USB-C adapters on hand, with extension cords and power strips placed where speakers can reach them.
Reserve one wireless microphone for the speaker and a second for questions when the room has more than 30 attendees. Test the mixer, speakers and microphone stands before guests arrive.
Order catering from the confirmed registration count, including dietary requirements collected in advance. Keep drinks chilled before doors open and bring serving spoons, tongs and waste bins to the venue with the other supplies.

Frequently asked questions

What should I buy for a suppliers conference?: Plan for name badges, printed participant information, catering, drinks, tableware, presentation equipment and power accessories. For each confirmed attendee, allow one badge, two coffee cups, two water glasses and one cutlery set, then add about 10% spare tableware.
How much catering do I need for a suppliers conference?: Base the order on the confirmed registration list and include every collected dietary requirement. Add a 5–10% buffer, especially if registrations are still changing during the final week.
What presentation equipment is needed for a suppliers conference?: Prepare a projector, projection screen, laptop, HDMI cables, USB-C adapters and power supplies. Test the complete setup at least 24 hours beforehand and bring a backup adapter and power bank.
When should I prepare the shopping list for a suppliers conference?: Make the first list 2–3 weeks before the conference, once registrations and dietary requirements are being collected. Recheck quantities and buy or collect non-perishable items 2–3 days before the event; chill drinks on the day.

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