Travel conference shopping list

A travel conference needs more than chairs and a projector. You will need a clear registration setup, printed badges, reliable presentation equipment, catering tableware, and enough power and backup supplies for a full program. Use this shopping list alongside your attendee numbers and room layout. Order catering and rental items early, then check cables, adapters, microphones, and presentation files at least one day before the conference.

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What to bring

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

Furniture

Conference chairsqty 140
Tablesqty 18
Bar stoolsqty 8
Stage table
Lectern
Registration deskqty 2
Clothes racksqty 2

Tableware

Coffee cupsqty 140
Water glassesqty 180
Wine glassesqty 140
Platesqty 160
Dessert platesqty 150
Cutlery setsqty 160
Coffee spoonsqty 140
Serving plattersqty 20
Serving tongsqty 12

Equipment

Projector
Projection screen
Presentation laptop
Wireless microphonesqty 4
Microphone standsqty 2
Speakersqty 2
Mixer
HDMI cablesqty 3
HDMI adaptersqty 4
Extension cordsqty 8
Power stripsqty 8
USB sticksqty 3
Power banksqty 4

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 4
Ice cube traysqty 6
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving jugsqty 8
Serving spoonsqty 10
Buffet warmersqty 6
Aluminum serving traysqty 12

Decorations

Table runnersqty 18
Name card holdersqty 12
Flags for World Regionsqty 12
Table bouquetsqty 18
Backdrop
Adhesive stripsqty 4
Cable matsqty 10

Lighting

LED spotlightsqty 6
Mood lightingqty 4
Spare batteriesqty 24

Catering

Name badgesqty 150
Badge holdersqty 150
Lanyardsqty 150
Program leafletsqty 150
Notepadsqty 150
Ballpoint pensqty 170
Table cardsqty 30
Buffet labelsqty 20
Napkin holdersqty 18
Drink dispensersqty 4
Waste binsqty 8
Groceries
- Coffee beans - 6 packs
- Decaffeinated coffee - 2 packs
- Black tea - 4 boxes
- Green tea - 2 boxes
- Herbal tea - 2 boxes
- Cocoa powder - 2 packs
- Semi-skimmed milk - 18 liters
- Oat milk - 8 liters
- Lactose-free milk - 4 liters
- Sugar sticks - 500 pieces
- Sweetener - 300 pieces
- Honey - 2 jars
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Tonic - 6 bottles
- Sparkling mineral water - 24 bottles
- Still mineral water - 36 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Alcohol-free beer - 6 crates
- Light Beer - 6 crates
- White wine - 18 bottles
- Red wine - 12 bottles
- Prosecco - 8 bottles
- Lemons - 5 kilo
- Limes - 3 kilos
- Mint - 10 bunches
- Ice cubes - 25 kilos
- Mini croissants - 180 pieces
- Mini muffins - 180 pieces
- Unsalted butter - 2 kilos
- Strawberry jam - 3 jars
- Cheese slices - 3 kilos
- Ham slices - 3 kilo
- Hummus - 2 kilos
- Whole wheat bread - 12 loaves
- Multigrain bread - 12 loaves
- Gluten-free bread - 4 loaves
- Cucumbers - 5 kilos
- Cherry tomatoes - 5 kilo
- Peppers - 4 kilos
- Arugula - 1.5 kilos
- Grapes - 6 kilos
- Apples - 8 kilos
- Bananas - 6 kilos
- Pears - 5 kilo
- Yogurt - 10 kilos
- Granola - 4 kilo
- Nut mix - 3 kilo
- Raisins - 2 kilos
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Olives - 4 jars
- Mixed nuts - 4 kilos
- Cheese crackers - 8 packs
- Rice - 8 kilo
- Pasta - 10 kilos
- Chicken breast - 14 kilo
- Vegetarian chicken pieces - 8 kilos
- Tofu - 5 kilos
- Tomato sauce - 8 liters
- Vegetable bouillon - 2 kilo
- Coconut milk - 8 liters
- Stir-fry vegetables - 18 kilo
- Mixed salad - 12 kilos
- Cucumber Salad - 6 kilos
- Sandwiches - 160 pieces
- Garlic sauce - 3 liters
- Yogurt dressing - 3 liters
- Olive oil - 3 liters
- Balsamic vinegar - 2 liters
- Salt - 1 kilo
- Black pepper - 500 grams
- Paprika powder - 250 gram
- Curry powder - 250 grams
- Italian herbs - 250 grams
- Mayonnaise - 3 liters
- Ketchup - 3 liters
- Mustard - 2 liters
- Vegan mayonnaise - 2 liters
- Dessert cookies - 180 pieces
- Chocolate mousse - 12 liters
- Fresh fruit for dessert - 10 kilo
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Dish soap - 4 bottles
- Dishwasher tablets - 100 pieces
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant spray - 4 bottles
- Toilet cleaner - 4 bottles
- Sponges - 12 pieces
- General Waste Trash Bags - 80 pieces
- Paper trash bags - 30 pieces
- Trash bags for glass - 20 pieces
- Nitrile gloves - 100 pieces
- Aluminum foil - 3 rolls
- Cling film - 3 rolls
- Baking paper - 2 rolls
- Coffee filters - 300 pieces
- Wooden stirrers - 300 pieces
- Cocktail picks - 500 pieces

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Cleaning clothsqty 12
Hand soap dispensersqty 6
Toilet brushesqty 4
Rubber glovesqty 8
Dustpan and brushqty 2
Trash bag holdersqty 8

Tips

Plan one name badge, welcome pack, and printed program for every registered attendee, plus at least 5% extra for late registrations or damaged badges. Keep the spare badges at the registration desk.
For coffee, water, and catering, count one cup, water glass, plate, dessert plate, and cutlery set per attendee per service. Add 10% extra tableware so a missing or dropped item does not interrupt service.
Bring at least two HDMI adapters, two USB sticks, and two power banks. Travel conferences often involve different laptops and long days away from wall outlets, so test every adapter with the presentation laptop before doors open.
Allow one wireless microphone for the speaker and one for audience questions when the room is larger than a small meeting room. Pack spare batteries and keep microphone stands, speakers, mixer, and cables together in one clearly labelled case.
Set aside one power strip and one extension cord for the registration desk, and another power strip near the presentation area. A short cable check before setup prevents the projector, laptop, and microphones from competing for the same outlet.

Frequently asked questions

How many name badges do I need for a travel conference?: Prepare one badge per registered attendee, speaker, moderator, and staff member. Print at least 5% extra, or a minimum of 10 spare badges for a conference with 200 or more people.
How much conference catering equipment should I buy?: For each meal or service, plan one plate, dessert plate, cutlery set, coffee cup, and water glass per person, then add 10% spare tableware. For 100 attendees, that means 110 of each regularly used item.
When should I order travel conference supplies?: Order furniture, tableware, catering equipment, and AV rentals at least 2 to 4 weeks before the event. Buy small consumables such as USB sticks, batteries, and badge supplies no later than 7 days beforehand.
What AV equipment do I need for a travel conference?: Plan for a projector, projection screen, presentation laptop, wireless microphones, microphone stands, speakers, mixer, HDMI cables, and adapters. Bring at least two HDMI adapters and two USB backups, and test the full setup 24 hours before the first session.

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