What you need for a symposium

A symposium needs more than chairs and a projector. You also need a clear registration point, name badges, presentation equipment, catering supplies and enough tableware for every service moment. This shopping list helps you prepare the room, coffee breaks and speaker setup without leaving essentials until the last minute. Use the final participant count to calculate quantities, then add a small buffer for late arrivals, replacements and extra servings.

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What to bring

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

Furniture

Chairsqty 110
Tablesqty 14
Registration desk
Buffet tablesqty 4
Speaker table
Stoolsqty 5
Coat racksqty 3

Tableware

Dinner platesqty 110
Dessert platesqty 110
Coffee cupsqty 110
Water glassesqty 120
Wine glassesqty 120
Coffee spoonsqty 110
Forksqty 120
Knivesqty 120
Serving spoonsqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 4
Serving plattersqty 12
Serving tongsqty 8
Cutting boardsqty 4
Bread knivesqty 3

Equipment

Projector
Projection screen
Laptopsqty 2
Wireless microphonesqty 3
Microphone standsqty 2
Audio mixer
Speakersqty 2
HDMI cablesqty 3
Extension cordsqty 6
Power stripsqty 6
Presentation clickerqty 2
Power banksqty 4

Lighting

LED lightsqty 8
Standing lampsqty 4

Decorations

Tableclothsqty 14
Flower arrangementsqty 8
Banner holdersqty 4
Name badge holdersqty 110
Program boardsqty 6
Directional signsqty 12
Adhesive stripsqty 2

Office

Name badgesqty 110
Program leafletsqty 120
Notepadsqty 110
Ballpoint pensqty 120
Registration listsqty 6
Foldersqty 8
Rolls of tapeqty 4
Scissorsqty 4
Markersqty 12
Flipchart padsqty 3
Clipboardsqty 6

Cleaning

Waste binsqty 8
Hand broomsqty 2
Vacuum cleaner
Mopsqty 3
Bucketsqty 3

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Still mineral water - 48 bottles
- Sparkling mineral water - 36 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Apple juice - 8 cartons
- Non-alcoholic beer - 24 bottles
- Beer - 72 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Alcohol-free white wine - 4 bottles
- Sparkling aperitif - 6 bottles
- Ice cubes - 12 bags
- Unsalted butter - 2 packs
- Whole wheat bread - 12 loaves
- White rolls - 120 pieces
- Mini croissants - 120 pieces
- Mini raisin buns - 80 pieces
- Young cheese - 3 kilos
- Aged cheese - 2 kilo
- Chicken breast topping - 2 kilos
- Hummus - 2 kilos
- Cream cheese - 1 kilo
- Jam - 4 jars
- Honey - 2 jars
- Cucumbers - 12 pieces
- Tomatoes - 4 kilos
- Lettuce - 8 heads
- Bell peppers - 3 kilos
- Carrots - 3 kilos
- Grapes - 5 kilos
- Apples - 100 pieces
- Bananas - 60 pieces
- Oranges - 60 pieces
- Blueberries - 2 kilos
- Nut mix - 2 kilo
- Oat bars - 120 pieces
- Dark chocolate - 2 kilo
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Olives - 4 jars
- Mixed salad - 8 kilos
- Pasta salad - 8 kilo
- Quinoa salad - 5 kilo
- Chicken breast for buffet - 8 kilos
- Vegetarian falafel - 5 kilos
- Potato salad - 6 kilos
- Baguettes - 20 pieces
- Garlic sauce - 4 bottles
- Mayonnaise - 4 bottles
- Mustard - 3 bottles
- Ketchup - 3 bottles
- Balsamic vinegar - 2 bottles
- Olive oil - 2 liters
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Napkins - 600 pieces
- Paper towels - 12 rolls
- Paper towels - 8 rolls
- Toilet paper - 48 rolls
- Trash bags - 80 pcs
- Dish soap - 3 bottles
- Dishwasher tablets - 40 pieces
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Cleaning gloves - 6 pairs
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Diet stickers - 150 pieces

Tips

Prepare one name badge and printed programme per participant, plus at least 10% extra for walk-ins, spelling corrections and damaged copies. Keep blank badges and a marker at the registration desk.
For the first hour, allow two to three drinks per person, then plan about one drink per person for each additional hour. Include water glasses, coffee cups, coffee spoons and enough thermos flasks or coffee machines to avoid a queue.
Set out one dinner plate, dessert plate, fork and knife per attendee for each meal service, then add 10% spare tableware. Serving spoons, tongs, platters and cutting boards are easy to overlook when catering arrives.
Check the presentation setup at least 24 hours before the symposium. Test the projector, screen, laptop, wireless microphones, microphone stands and audio mixer together, not as separate items.
Create a separate arrival and room-signage kit: registration desk, coat racks, printed directions and signs. Put it aside at least one day in advance so it does not get mixed up with catering or speaker materials.

Frequently asked questions

How many chairs do I need for a symposium?: Start with one chair per registered participant, then add 5–10% spare seating. For 100 attendees, prepare 105 to 110 chairs, especially if registration is still open or speakers may bring guests.
How much tableware should I buy for a symposium?: Use the confirmed participant count as your base and add 10% spare. For 100 people, that means at least 110 coffee cups, water glasses, forks, knives and plates for each planned service.
When should I arrange the symposium equipment?: Confirm furniture, catering equipment and audiovisual items at least 2–4 weeks before the event. Complete a full projector, microphone and laptop test no later than 24 hours before guests arrive.
How many name badges and programmes are needed for a symposium?: Prepare one of each for every registered attendee, speaker and organiser who will be identified at the venue. Add 10% extra; for 100 expected participants, print at least 110 copies and keep blank badges available on the day.

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