What to buy for a telecom staff event

A telecom staff event needs more than tables and presentation equipment. You will need reliable power and networking for laptops, screens and demonstrations, plus clear registration materials, booth signage and refreshments for staff and visitors. Check quantities against the number of exhibitors, demonstrations and attendees before shopping. Arrange printed materials and borrowed equipment several days ahead, then test the technical setup and chill drinks before the venue opens.

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What to bring

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

Furniture

Trade fair tablesqty 24
Chairsqty 90
Registration desk
Bar stoolsqty 8
Display wallsqty 24
Clothes racksqty 4

Equipment

Laptopsqty 4
Screensqty 6
Projector
Projection screen
Wi-Fi routerqty 2
Network Switchesqty 3
Ethernet cablesqty 30
Extension cordsqty 20
Power stripsqty 20
USB chargersqty 10
Power banksqty 6
Microphoneqty 2
Speakersqty 2
Presentation clicker

Lighting

LED lampsqty 12
String lightsqty 6

Tableware

Coffee cupsqty 80
Tea glassesqty 80
Drinking glassesqty 100
Platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving traysqty 10

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 6
Coolersqty 6
Ice cube traysqty 4
Cutting boardsqty 4
Bread knivesqty 4
Serving tongsqty 8
Small bowlsqty 16
Bottle openersqty 4

Decorations

Balloonsqty 100
Balloon pumpqty 2
Tableclothsqty 24
Plantsqty 12
Directional signsqty 12
Booth numbersqty 24
Name badge holdersqty 120
Lanyardsqty 120
Postersqty 20
Tapeqty 10
Cable tiesqty 200
Pensqty 40
Notepadsqty 40
Brochure holdersqty 24

Cleaning

Waste binsqty 12
Mop setsqty 3
Broom and dustpanqty 3
Cleaning glovesqty 12

Catering

Groceries
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Green tea - 1 box
- Herbal tea - 1 box
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Milk - 12 liters
- Oat milk - 6 liters
- Lemon - 12 pieces
- Spa Blauw - 8 crates
- Spa Rood - 4 crates
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Ice tea - 3 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Beer - 6 crates
- Alcohol-free beer - 2 crates
- White wine - 8 bottles
- Red wine - 6 bottles
- Prosecco - 4 bottles
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Mixed snacks - 5 bags
- Mixed nuts - 5 bags
- Mini pretzels - 4 bags
- Toast rounds - 8 packs
- Whole grain crackers - 6 packs
- Baguettes - 12 pieces
- Mini sandwiches - 180 pieces
- Vegetarian wraps - 60 pieces
- Vegan wraps - 30 pieces
- Gluten-free rolls - 20 pieces
- Young cheese - 3 kilos
- Brie - 2 kilos
- Hummus - 2 kilos
- Cream cheese - 1,5 kilo
- Filet americain - 1,5 kilo
- Chicken breast - 2 kilos
- Cucumber - 12 pieces
- Tomatoes - 3 kilos
- Bell peppers - 2 kilos
- Arugula - 6 bags
- Grapes - 6 kilos
- Apples - 80 pieces
- Bananas - 60 pieces
- Oranges - 50 pieces
- Mini muffins - 150 pieces
- Cookies - 8 packs
- Brownies - 100 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pesto - 3 jars
- Olive oil - 1 bottle
- Balsamic vinegar - 1 bottle
- Salt - 1 pack
- Pepper - 1 can
- Napkins - 600 pieces
- Paper towels - 12 rolls
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Trash bags - 80 pcs
- Small trash bags - 40 pieces
- Dish soap - 3 bottles
- Sponges - 12 pieces
- Tea towels - 20 pieces
- Hand soap - 6 bottles
- Toilet paper - 48 rolls
- Paper towels - 12 packs
- Disinfecting wipes - 8 packs
- Hand sanitizer - 6 bottles

Tips

Allow at least one power strip and one extension cord for each active booth, then add 10–15% spare capacity. Label cables and chargers so equipment can be returned to the right exhibitor.
Plan one laptop or demonstration device per scheduled demo, plus at least one spare USB charger and power bank for every 10–15 staff members. Test every screen, projector and clicker before opening.
Bring one registration desk, a name badge for every expected participant and at least 10% extra badges for walk-ins or corrections. Keep pens and the final registration list at the desk.
For a four-hour event, budget roughly two drinks per person for the first hour and one drink per person for each additional hour. Add coffee, tea, cups and glasses based on the number of staff working the full event.
Match tableware to the food you are serving: provide one plate, fork, knife and spoon per person, plus 10% extra. Use serving trays for snacks and keep a separate supply near the registration or refreshment area.

Frequently asked questions

What equipment do I need for a telecom staff event?: Plan for laptops, screens or a projector, a projection screen, a presentation clicker, microphones and speakers where presentations require them. For connectivity, allow one Wi-Fi router, network switches and enough Ethernet cables for every wired demonstration, with at least 10% spare cables.
How many power strips and extension cords should I buy?: Start with one power strip and one extension cord per booth or demonstration area. Add 10–15% spare capacity, and check the venue’s available sockets at least 1 week before the event so you can cover gaps safely.
How many name badges and registration supplies do I need?: Prepare one name badge for every registered participant, exhibitor and staff member, then add 10% extra. Print the registration list and booth numbers at least 1 day before opening, and keep blank badges available for late arrivals.
How much tableware and how many drinks should I get?: For tableware, provide one plate, fork, knife, spoon and drinking glass per person, plus 10% extra. For a four-hour event, plan about five drinks per person in total, adjusting for coffee, tea and other refreshments.

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