User conference shopping list

A user conference needs more than chairs and a projector. You also need a clear registration setup, reliable presentation connections, enough tableware for catering, and refreshments ready before guests arrive. Use your final registration count to set quantities, then add a small buffer for late arrivals and damaged items. Check dietary requirements before confirming catering, and test every cable, microphone and presentation laptop at the venue rather than on the morning of the event.

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What to bring

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

Furniture

Foldable tablesqty 12
Folding chairsqty 90
Buffet tablesqty 4
Registration desk
High tablesqty 8
Tableclothsqty 16

Equipment

Projector
Projection screen
Presentation laptop
Wireless microphonesqty 2
Microphone stand
Speakersqty 2
Mixer
HDMI cableqty 2
HDMI adapterqty 2
Extension cordsqty 6
Power stripsqty 6
Gaffer tapeqty 3

Tableware

Coffee cupsqty 100
Water glassesqty 100
Wine glassesqty 100
Dinner platesqty 100
Dessert platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100
Teaspoonsqty 100
Serving plattersqty 12
Small bowlsqty 12
Serving spoonsqty 8
Coffee potsqty 4
Water jugsqty 8

Kitchen

Coolersqty 4
Ice cube traysqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Bread knivesqty 3
Serving tongsqty 8
Foilqty 2
Food storage containersqty 12

Decorations

Logo bannersqty 3
Round table decorationsqty 8
Name badgesqty 100
Badge holdersqty 100
Directional signsqty 8
Adhesive stripsqty 2

Lighting

LED string lightsqty 4
LED table lampsqty 8

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 2
Cleaning glovesqty 6

Catering

Groceries
- Coffee beans - 3 kilo
- Decaf coffee - 500 grams
- Black tea - 100 tea bags
- Herbal tea - 60 tea bags
- Sugar - 2 kilos
- Sweeteners - 200 pieces
- Semi-skimmed milk - 8 liters
- Oat milk - 6 liters
- Lemon juice - 2 bottles
- Still mineral water - 80 bottles
- Sparkling mineral water - 40 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Tonic - 6 bottles
- Ginger beer - 6 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Alcohol-free beer - 40 bottles
- Pilsner - 80 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 6 bottles
- Bubbles - 6 bottles
- Ice cubes - 15 kilos
- Lemons - 20 pieces
- Limes - 20 pieces
- Cucumbers - 12 pieces
- Cherry tomatoes - 4 kilos
- Grapes - 4 kilos
- Apples - 60 pieces
- Bananas - 40 pieces
- Mini carrots - 3 kilos
- Bell pepper strips - 3 kilos
- Hummus - 2 kilos
- Herb cream cheese - 2 kilos
- Olives - 2 kilos
- Mixed nuts - 2 kilos
- Plain chips - 10 bags
- Paprika chips - 10 bags
- Snacks - 8 bags
- Rice crackers - 8 packs
- Mini quiches - 120 pieces
- Vegetable spring rolls - 120 pieces
- Cheese puffs - 100 pieces
- Wraps - 100 pieces
- Whole wheat bread - 12 loaves
- White bread - 8 loaves
- Multigrain bread - 8 loaves
- Herb butter - 2 kilo
- Butter - 1 kilo
- Young cheese - 3 kilos
- Aged cheese - 2 kilo
- Smoked chicken breast - 2 kilo
- Back ham - 2 kilos
- Hummus for sandwiches - 2 kilos
- Vegan cheese - 1 kilo
- Lettuce - 2 kilos
- Tomatoes - 3 kilos
- Cucumber - 3 kilos
- Red onion - 1 kilo
- Pasta - 8 kilo
- Pesto - 2 kilos
- Tomato sauce - 6 liters
- Vegetable broth - 2 liters
- Mixed salad - 8 kilos
- Salad dressing - 3 liters
- Parmesan cheese - 1 kilo
- Sandwiches - 100 pieces
- Vegan pasta salad - 4 kilo
- Vegetarian meatballs - 4 kilo
- Vegan desserts - 20 pieces
- Desserts - 80 pieces
- Cookies - 8 packs
- Brownies - 80 pieces
- Napkins - 300 pieces
- Paper cups - 100 pieces
- Paper straws - 100 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 8 rolls
- Trash bags - 60 pieces
- Dishwashing liquid - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Paper towels - 12 packs

Tips

Plan 5–10% extra chairs, name badges, printed attendance lists and tableware beyond the confirmed registration total. This covers walk-ins, replacements and items that are misplaced.
For a full conference day, allow roughly 2–3 drinks per person during the first hour and 1–2 drinks per person for each additional hour. Chill the drinks before loading them for transport.
Bring one HDMI cable, one compatible HDMI adapter and at least one extension cord or power strip for every presentation area. Keep gaffer tape with the cables so walkways can be secured immediately.
Set up the registration desk with the printed attendance list, name badges and pens before opening the hall. Put the program where attendees can see it while they queue.
Match plates, forks, knives, spoons, teaspoons, glasses and serving pieces to the catering format, not just the guest count. Add extra coffee cups and water glasses because these are used repeatedly throughout the day.

Frequently asked questions

What do I need to buy for a user conference?: Plan for registration materials, printed programs and name badges, drinks, catering tableware, serving platters and bowls, and presentation equipment. You will also need connection and power supplies such as HDMI cables, adapters, extension cords, power strips and gaffer tape.
How many chairs and tables do I need for a user conference?: Start with one chair per registered attendee, then add 5–10% extra. Choose tables according to the room layout: include a registration desk, buffet tables, presentation or high tables where needed, and enough seating tables for the planned catering setup.
How much glassware and tableware should I provide per guest?: Provide at least one dinner plate, dessert plate, fork, knife and spoon per guest, plus extra pieces for replacements and multiple catering moments. Plan more coffee cups and water glasses than the headcount because attendees reuse them throughout the conference.
When should I prepare the shopping and equipment for a user conference?: Confirm quantities after registrations and dietary requirements are updated, ideally at least 7 days before the conference. Chill drinks and check the projector, screen, microphones, mixer, laptop, cables and adapters on the day before or several hours before opening.

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