What you need for a technology conference

A technology conference needs more than a projector and a registration desk. You will need enough microphones, adapters, power access, printed materials, drinks, lunch, and supplies for speakers and attendees. Use the guest list and program to set quantities, then add spares for equipment that can stop a session. The shopping list below covers the practical items needed for presentations, registration, catering, and a smooth event day.

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What to bring

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

Furniture

Reception tablesqty 3
Congress tablesqty 20
Chairsqty 170
Speaker table
Stage sectionsqty 4
Bar stoolsqty 6
Coat racksqty 4

Equipment

Projectorqty 2
Projection screensqty 2
Presentation laptopsqty 2
Wireless microphonesqty 4
Table microphonesqty 2
Microphone standsqty 4
Speakersqty 4
Mixer
HDMI cablesqty 6
USB-C adaptersqty 6
Extension cordsqty 10
Power stripsqty 12
Cable traysqty 20
Wi-Fi hotspotsqty 3
Power banksqty 8
Laser pointersqty 3
Clickersqty 3
Recording camerasqty 2
Tripodsqty 2
Headphonesqty 4
USB sticksqty 6
Notebooksqty 4
Pen setsqty 4

Tableware

Water glassesqty 180
Wine glassesqty 180
Coffee cupsqty 180
Coffee spoonsqty 180
Dinner platesqty 180
Dessert platesqty 180
Forksqty 180
Knivesqty 180
Spoonsqty 180

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Serving plattersqty 12
Serving spoonsqty 12
Cutting boardsqty 4
Chef's knifeqty 4
Serving traysqty 8
Buffet warmersqty 6
Ice cube traysqty 6

Decorations

Congress bannersqty 4
Directional signsqty 12
Name badgesqty 180
Badge holdersqty 180
Table numbersqty 20
Flower arrangementsqty 8
Table runnersqty 20
Clipboardsqty 6
Pen holdersqty 20

Lighting

LED spotlightsqty 8
String lightsqty 4

Cleaning

Waste binsqty 12
Sorting binsqty 6
Cleaning bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 8
Microfiber clothsqty 20
Hand soap dispensersqty 6
Towel dispensersqty 6
Toilet brushesqty 6

Catering

Groceries
- Coffee beans - 3 kilograms
- Tea bags - 250 pieces
- Black tea - 4 boxes
- Green tea - 2 boxes
- Herbal tea - 2 boxes
- Cocoa powder - 2 cans
- Semi-skimmed milk - 20 liters
- Oat milk - 8 liters
- Soy milk - 4 liters
- Sugar - 3 kilograms
- Sweeteners - 3 boxes
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Tonic - 6 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Sparkling water - 8 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Alcohol-free beer - 48 bottles
- Pils - 96 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Prosecco - 8 bottles
- Ice cubes - 20 kilograms
- Lemons - 20 pieces
- Limes - 20 pieces
- Cucumbers - 12 pieces
- Cherry tomatoes - 4 kilograms
- Peppers - 3 kilograms
- Arugula - 1 kilogram
- Mixed salad - 3 kilograms
- Carrots - 3 kilogram
- Red onions - 1 kilogram
- Avocados - 20 pieces
- Apples - 100 pieces
- Bananas - 80 pieces
- Grapes - 5 kilograms
- Mandarins - 80 pieces
- Whole wheat bread - 20 loaves
- White rolls - 120 pieces
- Multigrain rolls - 120 pieces
- Wraps - 100 pieces
- Unsalted butter - 2 kilograms
- Cream cheese - 2 kilograms
- Young cheese - 4 kilograms
- Aged cheese - 3 kilograms
- Ham - 3 kilograms
- Chicken breast slices - 3 kilograms
- Smoked salmon - 2 kilogram
- Hummus - 3 kilograms
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Mayonnaise - 2 bottles
- Mustard - 2 bottles
- Ketchup - 2 bottles
- Pesto sauce - 2 jars
- Olive oil - 2 bottles
- Balsamic vinegar - 2 bottles
- Salt - 1 kilogram
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Garlic powder - 250 grams
- Italian herbs - 250 grams
- Couscous salad - 8 kilograms
- Pasta salad - 8 kilograms
- Potato salad - 6 kilogram
- Grilled vegetables - 6 kilograms
- Chicken pieces - 8 kilogram
- Falafel - 6 kilogram
- Rice - 6 kilogram
- Dinner rolls - 180 pieces
- Herb butter - 3 kilograms
- Yogurt dressing - 3 liters
- Vegan dressing - 2 liter
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snack mix - 6 bags
- Mixed nuts - 4 kilograms
- Rice cakes - 6 packs
- Cookies - 10 packs
- Brownies - 180 pieces
- Mini muffins - 180 pieces
- Dark chocolate - 2 kilograms
- Milk chocolate - 2 kilogram
- Paper napkins - 600 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Dishwasher tablets - 100 pieces
- Sponges - 12 pieces
- Trash bags - 60 pieces
- Freezer bags - 4 boxes
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 2 rolls
- Napkin dispensers - 12 pcs

Tips

Plan one name badge, one notebook, and one pen set per registered attendee, then add 5–10% extra for last-minute registrations and damaged items.
Bring at least one spare HDMI cable, USB-C adapter, clicker, power strip, and presentation laptop for every main presentation area. Test every connection with the actual laptops before doors open.
Allow two to three drinks per person for the first hour, then one drink per person per additional hour. Chill the first supply in advance and keep a separate reserve for speakers and staff.
Match microphones to the room rather than the speaker count: prepare one wireless microphone for each presenter who moves around, plus table microphones for panel or discussion sessions.
Buy or pack cable trays, extension cords, and power strips before setup day. Keep power and presentation cables separated where possible, and bring cable ties or equivalent fastening supplies so walkways remain clear.

Frequently asked questions

What equipment do I need for a technology conference?: For each presentation room, plan for a projector, projection screen, presentation laptop, clicker, HDMI cable, and the USB-C adapters your speakers use. Add microphones, speakers, a mixer, extension cords, power strips, and cable trays according to room size and session format. Keep at least one spare adapter and cable available.
How many name badges and notebooks should I buy?: Buy one name badge, notebook, and pen set per registered attendee, plus 5–10% extra. For 100 attendees, that means 105–110 of each item. Print a small reserve of blank badges for walk-ins and late speaker changes.
How many drinks and snacks do I need per person?: Plan two to three drinks per person for the first hour and one drink per person for each additional hour. For snacks, prepare at least one portion per attendee per break, with separate options based on the dietary requirements collected during registration.
How early should I prepare the conference shopping?: Order furniture, AV equipment, and catering at least 2–4 weeks before the conference, depending on availability and guest numbers. Buy or collect consumables such as drinks, notebooks, pens, USB sticks, and printed materials 1–3 days before the event, then chill drinks and prepare lunch and snacks on the day.

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