What do you need for a symposium?

A symposium needs more than chairs and a projector. You will need equipment for presentations, reliable power and audio, furniture for the stage and registration desk, and tableware for catering and refreshments. Plan separate quantities for attendees, speakers and staff, and check dietary requirements before confirming food. This shopping list also covers the items people often arrange too late, such as HDMI adapters, name badges, extension cords and printed directions.

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What to bring

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

Furniture

Chairsqty 100
Tablesqty 12
Stage table
Stoolsqty 6
Registration deskqty 2
Buffet tablesqty 6
Clothes racksqty 2

Equipment

Projectorqty 2
Projection screenqty 2
Laptopqty 3
HDMI cablesqty 4
HDMI adaptersqty 4
Power stripsqty 8
Extension cordsqty 8
Wireless microphonesqty 4
Microphone standsqty 3
Speakersqty 2
Mixer
Presentation clickerqty 2
Laser pointerqty 2
USB sticksqty 4
Whiteboard
Flip chartqty 2
Flipchart standsqty 2
Flip chart sheetsqty 3
Fansqty 2

Tableware

Coffee cupsqty 100
Water glassesqty 120
Wine glassesqty 100
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 20
Serving tongsqty 12
Coffee potsqty 6
Teapotsqty 4
Water jugsqty 10
Thermos flasksqty 6

Decorations

Tableclothsqty 12
Stage backdrop
Flower arrangementsqty 8
Name badges for speakersqty 8
Directional signsqty 12
Registration sign
Pen holdersqty 4

Lighting

LED lampsqty 6
Mood lightingqty 4

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 4
Ice cube traysqty 4
Cutting boardsqty 4
Chef hatsqty 10
Aluminum foilqty 4
Cling filmqty 4
Measuring cupsqty 2
Scissorsqty 4
Bottle openersqty 4
Corkscrewsqty 3

Cleaning

Waste binsqty 8
Cleaning bucketsqty 4
Floor mopsqty 4
Broom setsqty 3
Vacuum cleaner
Cleaning glovesqty 8

Catering

Groceries
- Coffee beans - 3 kilograms
- Tea bags - 200 pieces
- Black tea - 4 boxes
- Herbal tea - 3 boxes
- Green tea - 2 boxes
- Sugar - 3 kilograms
- Sweetener - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 8 liters
- Lemons - 3 kilogram
- Spa Blauw - 120 bottles
- Sparkling mineral water - 60 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Apple juice - 8 liters
- Orange juice - 10 liters
- Tonic - 6 bottles
- Ginger beer - 6 bottles
- Alcohol-free beer - 48 bottles
- Pilsner - 96 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 6 bottles
- Prosecco - 6 bottles
- Mixed nuts - 4 kilograms
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Olives - 3 kilograms
- Salted breadsticks - 6 bags
- Popcorn - 4 bags
- Grapes - 6 kilograms
- Apples - 80 pieces
- Bananas - 60 pieces
- Mandarins - 60 pieces
- Cucumbers - 12 pieces
- Cherry tomatoes - 4 kilograms
- Carrots - 4 kilograms
- Bell peppers - 20 pieces
- Mixed lettuce - 8 kilograms
- Arugula - 2 kilogram
- Red onion - 2 kilograms
- Corn - 12 cans
- Chickpeas - 12 cans
- Feta - 3 kilograms
- Grated cheese - 2 kilogram
- Baguettes - 30 pieces
- Mini rolls - 240 pieces
- Whole wheat bread - 12 loaves
- Unsalted butter - 2 kilograms
- Hummus - 4 kilograms
- Cream cheese - 3 kilograms
- Young cheese - 4 kilograms
- Brie - 3 kilograms
- Turkey breast - 3 kilograms
- Smoked salmon - 2 kilogram
- Egg salad - 3 kilograms
- Peanut butter - 2 jars
- Potatoes - 20 kilogram
- Rice - 10 kilograms
- Pasta - 8 kilograms
- Pasta pesto - 4 kilograms
- Tomato sauce - 6 liters
- Grilled vegetables - 8 kilograms
- Chicken breast - 12 kilograms
- Vegetarian meatballs - 8 kilograms
- Vegan falafel - 6 kilograms
- Coconut milk - 8 liters
- Vegetable stock - 2 kilogram
- Olive oil - 3 liters
- Salt - 1 kilogram
- Black pepper - 500 grams
- Paprika powder - 250 gram
- Curry powder - 250 grams
- Garlic - 1 kilogram
- Basil - 10 bunches
- Mayonnaise - 3 liters
- Ketchup - 3 liters
- Mustard - 2 liters
- Yogurt dressing - 4 liters
- Balsamic dressing - 2 liters
- Chili sauce - 2 liters
- Brownies - 120 pieces
- Mini muffins - 120 pieces
- Cookies - 10 packs
- Vegan pastries - 40 pieces
- Gluten-free pastries - 20 pieces
- Vegan meal portions - 20 pieces
- Gluten-free meal portions - 10 pieces
- Paper napkins - 500 pieces
- Coffee filters - 200 pieces
- Stirrers - 300 pieces
- Ice cubes - 20 kilograms
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 80 pcs
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls

Paper goods

Name badgesqty 120
Program leafletsqty 120
Evaluation formsqty 100
Notepadsqty 100
Ballpoint pensqty 120
Speaker cardsqty 10
Table number cardsqty 12
Presentation signsqty 10
Envelopesqty 20
Tapeqty 6
Double-sided tapeqty 4
Staplersqty 3
Paper clipsqty 4
Markersqty 12
Pensqty 20

Safety

Cable matsqty 12
Non-slip matsqty 6
Flashlightsqty 4
Spare batteriesqty 24
First aid kit

Tips

Allow one chair per registered attendee, plus at least 5% extra for late arrivals or last-minute seating changes. Set aside separate chairs and a table for speakers and the stage.
Prepare one registration pack per attendee: a printed name badge, registration check-in details and any programme information. Print at least 10% extra badges in case of spelling changes or walk-ins.
Check every presentation on the actual laptop and projector at least 24 hours before the symposium. Keep two USB sticks, the required HDMI cables and adapters, and one spare extension cord at the venue.
For coffee breaks, count one cup and one water glass per person per break, then add 10% for replacements and accidental spills. Confirm dietary requirements before sending final catering numbers.
Bring enough signage for the route from the entrance to registration, the main room and catering area. Print the run sheet and directions before the event day; do not rely on a presentation file or phone connection.

Frequently asked questions

What equipment do I need for a symposium presentation?: Plan for a projector, projection screen, laptop, HDMI cables, HDMI adapters, presentation clicker and laser pointer. For spoken sessions, allow one wireless microphone per active speaker or panel position, plus speakers, microphone stands and a mixing desk where needed.
How many chairs and tables do I need for a symposium?: Provide one chair for every registered attendee and add at least 5% extra. Usually you will also need a registration table, buffet tables, a stage table and enough additional tables for speakers, materials or catering.
How many name badges should I print for a symposium?: Print one name badge for every registered attendee, speaker and staff member. Add 10% spare badges, or at least 10 extra when the event has fewer than 100 participants, and sort them before registration opens.
When should I buy or prepare symposium supplies?: Confirm catering quantities and dietary requirements several days before the event, according to the caterer's deadline. Test presentations and all AV equipment at least 24 hours beforehand, and finish printed badges, signage and directions no later than the day before.

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