What you need for a suppliers conference

A suppliers conference needs more than chairs and a projector. You will need a clear registration setup, reliable presentation equipment, enough tableware for meals and breaks, and practical items for speakers and attendees. Plan quantities from your confirmed guest count, then add a small buffer for last-minute registrations and replacements. Check deliveries before the venue opens, and test every cable, microphone and presentation connection before guests arrive.

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What to bring

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

Furniture

Conference chairsqty 90
Registration tablesqty 2
Buffet tablesqty 6
Tall cocktail tablesqty 10
Dining tablesqty 12
Speaker table
Stage
Clothes racksqty 2

Equipment

Projector
Projection screen
Laptop
HDMI cablesqty 3
HDMI adaptersqty 3
Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
Presentation clicker
Flip chartsqty 3
Markersqty 12
Sound amplifier

Tableware

Dinner platesqty 100
Dessert platesqty 100
Coffee cupsqty 100
Water glassesqty 120
Wine glassesqty 100
Beer glassesqty 100
Coffee spoonsqty 100
Dinner knivesqty 100
Dinner forksqty 100
Dessert spoonsqty 100
Serving utensilsqty 20

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 6
Serving plattersqty 12
Serving trays with lidsqty 6
Serving spoonsqty 12
Cutting boardsqty 4
Chef's knivesqty 4
Aluminum foilqty 3
Cling filmqty 3
Napkin dispensersqty 6

Decorations

Tableclothsqty 20
Chair coversqty 90
Name badge holdersqty 90
Lanyardsqty 90
Welcome sign
Direction signsqty 8
Flower arrangementsqty 8
Table numbersqty 12

Lighting

Atmosphere lightsqty 10
LED lampsqty 8

Cleaning

Waste binsqty 8
Trash bag holdersqty 8
Cleaning bucketsqty 3
Broom setsqty 3
Mopsqty 3
Microfiber clothsqty 20
Glovesqty 12
Hand soap dispensersqty 6
Toilet paper holdersqty 6

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Green tea - 1 box
- Herbal tea - 1 box
- Sugar - 2 kilograms
- Sweeteners - 2 boxes
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Spa Blauw - 120 bottles
- Spa Rood - 60 bottles
- Cola - 24 cans
- Cola Zero - 24 cans
- Orange soda - 18 cans
- Tonic - 18 cans
- Apple juice - 6 liters
- Orange juice - 6 liters
- Beer - 120 bottles
- Alcohol-free beer - 36 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 6 bottles
- Bubbles - 6 bottles
- Ice cubes - 12 kilograms
- Mixed nuts - 3 kilogram
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Olives - 2 kilograms
- Salty sticks - 4 bags
- Mini quiches - 180 pieces
- Mini wraps - 180 pieces
- Deviled eggs - 100 pieces
- Cheese cubes - 3 kilograms
- Grapes - 4 kilograms
- Cherry tomatoes - 3 kilograms
- Cucumbers - 8 pieces
- Carrots - 3 kilograms
- Hummus - 2 kilograms
- Baguettes - 12 pieces
- Butter - 1 kilogram
- Mixed salad - 8 kilograms
- Tomatoes - 4 kilogram
- Cucumber salad - 4 kilograms
- Potato salad - 5 kilograms
- Pasta salad - 5 kilograms
- Raw vegetables - 4 kilograms
- Sandwiches - 120 pieces
- Wholemeal bread - 6 loaves
- Chicken breast slices - 2 kilograms
- Cooked ham - 2 kilograms
- Mild cheese - 3 kilograms
- Brie - 1 kilogram
- Hummus for bread - 1 kilogram
- Herb cream cheese - 1 kilogram
- Mayonnaise - 2 bottles
- Mustard - 2 jars
- Ketchup - 2 bottles
- Balsamic dressing - 2 bottles
- Olive oil - 2 bottles
- Salt - 1 pack
- Black pepper - 1 jar
- Italian herbs - 1 jar
- Garlic powder - 1 jar
- Dessert pastries - 100 servings
- Fresh fruit - 8 kilograms
- Chocolates - 4 kilograms
- Paper napkins - 400 pieces
- Cocktail sticks - 300 pieces
- Coffee filters - 2 packs
- Stirrers - 300 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Liquid hand soap - 6 bottles
- All-purpose cleaner - 3 bottles
- Dish soap - 3 bottles
- Trash bags - 60 pieces

Tips

Allow one conference chair per registered attendee, plus two to four spare chairs for speakers, staff and replacements. Set out registration tables where guests can find them before entering the main room.
For presentations, prepare one laptop, one projector, one screen, one clicker and at least one HDMI cable, HDMI adapter and extension cord. Bring a second adapter and spare cable if several speakers use different laptops.
Plan one water glass per attendee at the start of the day, then add roughly 10% extra for replacements. Chill drinks before the venue opens, rather than waiting until registration is underway.
For a catered meal, provide one dinner plate per guest and keep at least 10% extra. Add dessert plates, coffee cups, spoons and the correct glasses for every drink being served.
Set aside name badges, the printed participant list, markers and flip charts before doors open. Keep speaker materials and presentation files together so a missing badge or last-minute slide change does not delay the programme.

Frequently asked questions

What equipment do I need for a suppliers conference?: For a standard presentation setup, plan one projector, one projection screen, one laptop, one presentation clicker and one wireless microphone. Also prepare at least one HDMI cable, one HDMI adapter, two extension cords and two power strips, then test them before the event.
How many chairs should I order for a suppliers conference?: Order one chair per registered attendee and add two to four spare chairs for speakers, staff and replacements. Confirm the final attendance count at least 48 hours before the conference so the room layout can be adjusted.
How much tableware do I need for a conference?: Use one dinner plate, one dessert plate, one coffee cup, one coffee spoon and one water glass per attendee, with 10% extra of each item. Add wine and beer glasses only for the drinks you will actually serve.
What should I buy for conference registration?: Prepare registration tables, name badges, a printed participant list and markers. Sort the badges before opening and finish the registration setup at least 30 minutes before the first attendees are expected.

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