What you need for a sustainability conference

A sustainability conference needs more than coffee and a projector. You will need reusable serving items, clear registration materials, presentation equipment and enough refreshments for the full programme. Use the attendee count to calculate food, drinks and seating, then confirm what the venue already provides before buying anything. Fresh bread, chilled drinks, name badges and printed programmes are easy to arrange too late, so give those items their own collection and preparation deadlines.

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What to bring

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

Furniture

Registration tablesqty 2
Bistro tablesqty 12
Chairsqty 130
Speaker table
Stoolsqty 4
Coat racksqty 4

Tableware

Reusable coffee cupsqty 150
Reusable water glassesqty 150
Reusable dinner platesqty 150
Reusable dessert platesqty 150
Reusable cutleryqty 150
Serving plattersqty 20
Serving tongsqty 12
Water jugsqty 15

Equipment

Projector
Projection screen
Laptop
Wireless microphonesqty 3
Microphone standsqty 2
Audio mixer
Speakersqty 2
Extension cordsqty 6
Power stripsqty 6
HDMI cablesqty 3
Presentation clickerqty 2
Coolersqty 6
Coffee machinesqty 3
Kettlesqty 3
Hot traysqty 6
Induction platesqty 2

Kitchen

Cutting boardsqty 6
Chef's knifeqty 4
Bread knivesqty 3
Measuring cupsqty 3
Mixing bowlsqty 6
Kitchen tongsqty 6
Apronsqty 8
Cold thermometersqty 3

Decorations

Name badgesqty 140
Name badge holdersqty 140
Tableclothsqty 14
Program leafletsqty 140
Info boardsqty 8
Directional signsqty 12
Sticky notesqty 20
Markersqty 30
Notebooksqty 140
Pensqty 150
Goodie bagsqty 140
Plantsqty 12

Lighting

LED string lightsqty 6
LED lightsqty 8

Cleaning

Waste sorting binsqty 8
Cleaning bucketsqty 4
Mopsqty 4
Broom setsqty 3
Hand broomsqty 3
Reusable cleaning clothsqty 20
Glovesqty 12
Hand soap dispensersqty 6
Towel dispensersqty 4

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Green tea - 1 box
- Herbal tea - 1 box
- Cocoa powder - 1 pack
- Semi-skimmed milk - 12 liters
- Oat milk - 8 liters
- Soy milk - 4 liters
- Sugar - 2 packs
- Sweetener - 1 box
- Lemons - 20 pieces
- Tap water - 80 liters
- Sparkling water - 36 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Ginger beer - 12 bottles
- Apple juice - 12 liters
- Orange juice - 12 liters
- Alcohol-free beer - 48 bottles
- Red wine - 12 bottles
- White wine - 12 bottles
- Apples - 80 pieces
- Bananas - 60 pieces
- Grapes - 8 kilos
- Snack tomatoes - 6 kilos
- Cucumbers - 20 pieces
- Carrots - 5 kilos
- Bell peppers - 30 pieces
- Hummus - 12 tubs
- Olives - 6 jars
- Nut mix - 5 kilos
- Dried apricots - 3 kilos
- Wholemeal bread - 18 loaves
- Multigrain sandwiches - 180 pieces
- Whole wheat wraps - 120 pieces
- Plant-based spread - 12 tubs
- Young cheese - 5 kilos
- Hummus wrap filling - 10 kilos
- Chickpeas - 8 cans
- Lentils - 5 kilo
- Quinoa - 5 kilos
- Brown rice - 5 kilo
- Sweet potatoes - 12 kilos
- Zucchini - 8 kilos
- Onions - 5 kilo
- Garlic - 500 grams
- Spinach - 5 kilos
- Mixed lettuce - 5 kilos
- Cherry tomatoes - 5 kilo
- Feta - 3 kilo
- Plant-based cooking cream - 6 liters
- Olive oil - 3 liters
- Balsamic vinegar - 2 bottles
- Vegetable broth - 4 packs
- Curry powder - 1 jar
- Paprika powder - 1 jar
- Cumin - 1 jar
- Black pepper - 1 jar
- Salt - 1 pack
- Mustard - 2 bottles
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Soy sauce - 2 bottles
- Dark chocolate - 3 kilos
- Oatmeal cookies - 8 packs
- Cinnamon rolls - 120 pieces
- Plant-based yogurt - 12 liters
- Muesli - 5 kilos
- Coffee filters - 3 packs
- Tea filters - 2 boxes
- Bamboo skewers - 500 pieces
- Baking paper - 2 rolls
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Residual waste bags - 40 pieces
- Compost waste bags - 30 pieces
- Paper waste bags - 20 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Paper towels - 8 packs

Tips

For drinks, plan two to three servings per person during the first hour, then one serving per person for each additional hour. Add extra water for speakers and keep a separate supply ready at the registration desk.
For coffee and tea breaks, allow one hot drink per attendee per break, plus about 10% extra. Check whether you have enough reusable cups, water glasses, jugs, serving platters and tongs before ordering food.
Buy or prepare name badges and printed programmes at least 2 days before the conference. Print 5% extra copies and badges so late registrations and damaged prints do not create a queue at check-in.
Check presentation equipment at least 1 week ahead, including the laptop, projector, screen, HDMI cables, clicker, microphones, mixer and speakers. Schedule the technical test before the event rather than discovering a missing adapter during the opening session.
Collect dietary requirements before placing the catering order, ideally no later than 7 days beforehand. Mark special meals clearly and keep suitable serving utensils available so guests can identify them without asking at the registration desk.

Frequently asked questions

How much food do I need for a sustainability conference?: For a half-day conference, plan one substantial catering portion per attendee, plus snacks for each scheduled break. Add 5–10% extra portions, and order separate meals for every dietary requirement collected before the catering deadline.
How many drinks should I buy for a conference?: Budget for two to three drinks per person in the first hour and one drink per person for every hour after that. Include water throughout the programme and add around 10% extra for speakers, staff and unexpected attendees.
When should I prepare conference name badges and programmes?: Finish the first print run at least 2 days before the event, using the latest registration list. Print about 5% extra badges and programmes for late registrations, spelling corrections and replacements.
How far in advance should I order conference catering?: Place the catering order at least 7 days before the conference, once registrations and dietary requirements are known. Confirm quantities and delivery time again 2 to 3 days before the event.

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