User conference shopping list

A user conference needs more than chairs, a projector and coffee. You also need enough tableware for each service moment, reliable presentation backups and practical items for registration, speakers and waste. Use your final participant list to calculate quantities, then confirm catering and deliveries before shopping. This list helps you check what must be bought, borrowed or brought to the venue before guests arrive.

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What to bring

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

Furniture

Tablesqty 14
Chairsqty 110
Foldable tablesqty 4
Bar stoolsqty 8
Speaker chairsqty 6
Clothes racksqty 2
Waste binsqty 8

Equipment

Projector
Projection screen
Laptopqty 2
Wireless microphonesqty 4
Microphone standsqty 2
Mixer
Speakersqty 2
Presentation clickerqty 2
Extension cordsqty 6
Power stripsqty 8
HDMI cablesqty 4
USB sticksqty 4
Power banksqty 4

Tableware

Coffee cupsqty 120
Water glassesqty 120
Wine glassesqty 120
Platesqty 130
Dessert platesqty 120
Cutlery setsqty 130
Serving spoonsqty 10
Coffee potsqty 6
Water jugsqty 12

Kitchen

Coolersqty 6
Food warmersqty 8
Serving traysqty 12
Cutting boardsqty 4
Chef's knifeqty 4
Pliersqty 8
Measuring cupsqty 4
Serving plattersqty 16
Thermos flasksqty 6

Decorations

Tableclothsqty 14
Name badge holdersqty 110
Pensqty 120
Flip chartsqty 3
Flip chart sheetsqty 3
Markersqty 24
Program boardsqty 6
Table numbersqty 14
Poster puttyqty 4

Lighting

LED lightsqty 6

Cleaning

Microfiber clothsqty 12
Bucketsqty 3
Floor squeegeesqty 2
Broom setsqty 2
Toilet brushesqty 4
Glovesqty 12

Catering

Groceries
- Coffee beans - 6 kilo
- Black tea - 8 boxes
- Herbal tea - 4 boxes
- Cappuccino powder - 2 kilos
- Sugar - 3 kilos
- Sweeteners - 2 boxes
- Semi-skimmed milk - 18 liters
- Oat milk - 8 liters
- Lemon - 3 kilos
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Apple juice - 6 liters
- Orange juice - 8 liters
- Tonic - 4 bottles
- Beer - 8 crates
- Alcohol-free beer - 3 cases
- Dry white wine - 18 bottles
- Dry red wine - 12 bottles
- Alcohol-free wine - 6 bottles
- Sparkling wine - 8 bottles
- Ice cubes - 20 kilo
- Baguettes - 18 pieces
- Whole grain bread - 8 loaves
- Unsalted butter - 2 kilos
- Hummus - 3 kilos
- Cream cheese - 2 kilo
- Young cheese - 4 kilos
- Smoked chicken breast - 3 kilos
- Smoked salmon - 2 kilos
- Turkey breast - 2 kilos
- Egg - 60 pieces
- Mixed salad - 8 kilos
- Cucumbers - 20 pieces
- Cherry tomatoes - 6 kilos
- Bell peppers - 4 kilo
- Red onion - 2 kilos
- Carrots - 4 kilos
- Grapes - 6 kilos
- Apples - 8 kilos
- Bananas - 6 kilos
- Mandarins - 6 kilos
- Mixed nuts - 3 kilo
- Walnuts - 1 kilo
- Raisins - 1 kilo
- Crackers - 12 packs
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Salted breadsticks - 6 bags
- Olives - 3 kg
- Sun-dried tomatoes - 2 kilo
- Pickles - 2 jars
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 jars
- Pesto - 2 jars
- Balsamic vinegar - 2 bottles
- Olive oil - 3 liters
- Salt - 1 kilo
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Garlic - 1 kilo
- Italian herbs - 3 jars
- Pasta - 12 kilo
- Basmati rice - 10 kilos
- Chicken breast - 18 kilos
- Vegetarian schnitzels - 5 kilos
- Vegetable Burgers - 4 kilo
- Stir-fry vegetables - 14 kilo
- Broccoli - 8 kilos
- Mushrooms - 6 kilos
- Coconut milk - 12 cans
- Diced tomatoes - 16 cans
- Vegetable stock - 2 boxes
- Parmesan cheese - 2 kilos
- Grated cheese - 3 kilos
- Yogurt - 8 kilos
- Vanilla custard - 8 liter
- Brownies - 120 pieces
- Mini muffins - 120 pieces
- Whipping cream - 4 liters
- Fresh fruit for dessert - 8 kilos
- Napkins - 500 pieces
- Paper cups - 250 pieces
- Stir sticks - 250 pieces
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Trash bags - 80 pcs
- Dish soap - 3 bottles
- Dishwasher tablets - 60 pieces
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Toilet paper - 48 rolls
- Hand soap - 6 dispensers
- Paper towels - 12 packs

Tips

Plan tableware for the largest service, not just the expected meal count. Include coffee cups, water glasses, wine glasses, plates, dessert plates and cutlery sets, then add a small buffer for late registrations or replacements.
Prepare for presentation failures before the conference day. Bring USB sticks, HDMI cables, extension cords, power strips and power banks, and test the laptop, projector, screen, microphones, mixer and speakers before participants arrive.
Keep drinks cold early enough for the first break. Chill the drinks several hours ahead, and use coolers if the venue has limited refrigerator space; check that water jugs and glasses are ready before registration opens.
Pack speaker and registration materials separately from catering supplies. Name badges, the printed program, presentation files and the run sheet should be easy to reach rather than buried in boxes delivered with food.
Buy or collect waste bins and clothes racks before setup starts. They are easy to overlook when ordering furniture, but guests need visible waste points and a clear place for coats from the first minute.

Frequently asked questions

How many drinks do I need for a user conference?: For the first hour, plan on 2 to 3 drinks per person, including water, coffee and other beverages. For each additional hour, allow roughly 1 drink per person, then adjust for the length of breaks and whether catering includes drinks.
How much tableware should I buy for a user conference?: Use your final participant count as the base and prepare at least 10% extra for glasses, cups, plates and cutlery. If the same items will be reused between meal and coffee service, confirm the washing or replacement plan before the event.
What AV equipment should I bring to a user conference?: Bring a laptop, projector, projection screen, presentation clicker, HDMI cables, extension cords, power strips and USB sticks. For a speaker programme, also allow at least 1 working microphone per active speaker position, plus a tested backup connection.
When should I confirm conference deliveries and catering quantities?: Confirm both at least 2 to 3 business days before the conference, using the final participant list and dietary requirements. Check the delivery time again on the day before setup so food, furniture and equipment do not arrive after registration begins.

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