What you need for a symposium

A symposium needs more than chairs and a projector. You also need a reliable registration setup, presentation backups, enough tableware for the catering format, and drinks ready before guests arrive. Use your confirmed attendee count as the basis for quantities, then add a small buffer for late registrations and replacements. This checklist covers the practical items people often forget to arrange until setup has already started.

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What to bring

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

Furniture

Chairsqty 115
Tablesqty 14
Registration desk
Speaker table
Buffet tablesqty 6
Stoolsqty 6

Equipment

Laptopqty 2
Projector
Projection screen
Wireless microphonesqty 3
Audio mixer
Speakersqty 2
Microphone standsqty 2
HDMI cablesqty 3
Extension cordsqty 6
Power stripsqty 6
Presentation clickerqty 2
Flip chartqty 2
Flipchart markersqty 12
Coat racksqty 2

Tableware

Dinner platesqty 120
Dessert platesqty 120
Coffee cupsqty 120
Water glassesqty 150
Wine glassesqty 120
Coffee spoonsqty 120
Dinner cutlery setsqty 120
Serving spoonsqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 4
Serving plattersqty 12
Serving spoonsqty 12
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving traysqty 8

Decorations

Name card holdersqty 10
Tablecloth setsqty 14
Flower arrangementsqty 8
Program postersqty 6
Name badge holdersqty 120
Directional signsqty 10

Lighting

Standing lampsqty 4

Cleaning

Waste binsqty 8
Mop setqty 2
Cleaning bucketsqty 2

Catering

Groceries
- Coffee beans - 3 kilo
- Tea bags - 250 pieces
- Decaf coffee - 500 grams
- Coffee creamer - 8 liters
- Long-life milk - 10 liters
- Plant-based milk - 6 liters
- Sugar - 2 kilos
- Sweeteners - 200 pieces
- Honey - 2 jars
- Spa Blauw - 120 bottles
- Spa Red - 60 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Orange soda - 12 bottles
- Apple juice - 12 liters
- Orange juice - 12 liters
- Beer - 120 bottles
- Alcohol-free beer - 36 bottles
- White wine - 18 bottles
- Red wine - 12 bottles
- Alcohol-free wine - 6 bottles
- Ice cubes - 20 kilo
- Mini croissants - 120 pieces
- Mini muffins - 120 pieces
- Butter - 1 kilo
- Jam - 4 jars
- Hummus - 2 kilos
- Cucumber - 3 kilos
- Cherry tomatoes - 3 kilos
- Grapes - 4 kilos
- Apples - 100 pieces
- Mixed nuts - 3 kilo
- Salty crackers - 8 packs
- Olives - 2 kilos
- Baguettes - 20 pieces
- Whole wheat bread - 10 loaves
- White bread - 10 loaves
- Filled sandwiches - 120 pieces
- Sliced cheese - 4 kilos
- Ham - 3 kilos
- Smoked chicken breast - 3 kilos
- Arugula - 2 kilos
- Lettuce - 3 heads
- Tomatoes - 4 kilos
- Cucumbers - 4 kilos
- Bell peppers - 3 kilos
- Red onion - 1 kilo
- Baby potatoes - 15 kilos
- Rice - 8 kilo
- Pasta - 8 kilo
- Chicken breast - 15 kilo
- Vegetarian burgers - 40 pieces
- Grilled vegetables - 10 kilo
- Green salad - 10 kilos
- Tomato sauce - 8 liters
- Pesto sauce - 3 kilo
- Mayonnaise - 3 liters
- Ketchup - 3 liters
- Mustard - 2 liters
- Yogurt dressing - 4 liters
- Olive oil - 2 liters
- Balsamic vinegar - 1 liter
- Salt - 1 kilo
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Italian herbs - 250 grams
- Garlic - 500 grams
- Lemons - 3 kilos
- Fruit desserts - 120 pieces
- Chocolate mousse - 80 servings
- Vegan desserts - 20 portions
- Cookies - 8 packs
- Napkins - 500 pieces
- Paper cups - 250 pieces
- Stir sticks - 250 pieces
- Cocktail picks - 200 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Dish soap - 3 bottles
- Dishwasher tablets - 60 pieces
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 60 pieces
- Hand soap - 6 dispensers
- Paper towels - 12 packs

Tips

Plan seating for every confirmed attendee and keep 5–10% extra chairs available if the venue allows it. Set the registration table near the entrance, with the participant list, name badges and handouts ready before doors open.
For coffee, tea and water, allow at least one serving per attendee during each planned break. Have the coffee machines and kettles tested before catering arrives, and chill drinks several hours in advance rather than just before registration.
Check the presentation chain at least one day before the symposium: laptop, projector, screen, HDMI cables, power strips, extension cords and presentation clicker. Bring duplicate cables where possible, since a missing adapter can delay the first speaker.
Match tableware to the catering plan instead of ordering only for the meal. For a full-day symposium, count dinner plates, dessert plates, coffee cups, glasses, spoons and cutlery for every attendee, plus roughly 10% extra for replacements.
Prepare speaker and room equipment separately from attendee materials. Test wireless microphones, speakers, the audio mixer and microphone stands in the actual room, and keep flipchart markers and spare presentation files at the speaker table.

Frequently asked questions

How many chairs do I need for a symposium?: Provide one chair for every registered attendee, speaker and organiser who will sit in the room. Add 5–10% extra chairs when space permits, especially if registration is still open.
How much coffee and water should I buy for a symposium?: Budget at least one coffee or tea serving and one glass of water per attendee for each scheduled break. For an all-day event, plan two to three coffee servings per person and keep an additional 10% available.
When should I prepare symposium name badges and handouts?: Print the participant list, name badges and handouts at least one working day before the symposium. Leave time on the morning itself for late registrations and spelling corrections.
How early should symposium presentation equipment be checked?: Test the laptop, projector, screen, microphones, speakers and cables at least one day in advance. Repeat a short room test 60–90 minutes before guests arrive so sound and display problems can be fixed.

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