What to buy for a Water Conference

A Water Conference needs more than chairs and coffee. You will need a clear registration setup, reliable presentation equipment, enough tableware for breaks and meals, and practical supplies for speakers and attendees. Plan quantities from your registration total, then add a small buffer for late arrivals, replacements, and second servings. The checklist below covers the physical items to arrange or buy, while these tips focus on the details that are easiest to miss.

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What to bring

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

Furniture

Conference chairsqty 120
Congress tablesqty 20
Registration tablesqty 2
Speaker table
Stage sectionsqty 4
Buffet tablesqty 6
Network tablesqty 8
Coat racksqty 4

Tableware

Coffee cupsqty 130
Water glassesqty 150
Wine glassesqty 130
Platesqty 150
Dessert platesqty 130
Cutlery setsqty 150
Coffee spoonsqty 130
Serving spoonsqty 12

Equipment

Projectorqty 2
Projection screenqty 2
Presentation laptopqty 2
Wireless microphonesqty 4
Microphone standsqty 3
Mixer
Speakersqty 4
Laser pointerqty 2
Extension cordsqty 8
Power stripsqty 10
USB-C adaptersqty 4
HDMI cablesqty 6
Wi-Fi hotspot

Catering

Coffee thermosesqty 8
Teapotsqty 4
Water jugsqty 12
Coolersqty 4
Serving plattersqty 20
Serving traysqty 8
Chafing dishesqty 6
Bread basketsqty 8
Milk jugsqty 8
Sugar bowlsqty 8
Groceries
- Coffee beans - 5 kilos
- Black tea - 4 boxes
- Herbal tea - 3 boxes
- Milk - 18 liters
- Oat milk - 8 liters
- Coffee cream - 6 packs
- Sugar - 3 kilos
- Sweetener - 2 boxes
- Honey - 2 jars
- Lemons - 3 kilos
- Still water - 12 bottles
- Sparkling water - 12 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Tonic - 4 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Beer - 120 bottles
- Non-alcoholic beer - 30 bottles
- White wine - 18 bottles
- Red wine - 12 bottles
- Rosé - 8 bottles
- Ice cubes - 20 kilo
- Croissants - 130 pieces
- Mini raisin buns - 130 pieces
- Unsalted butter - 2 kilos
- Jam - 6 jars
- Chocolate sprinkles - 3 packs
- Whole wheat bread - 20 loaves
- White rolls - 140 pieces
- Multigrain rolls - 100 pieces
- Ham - 4 kilos
- Cheese - 5 kilos
- Chicken breast - 3 kilo
- Hummus - 3 kilos
- Cream cheese - 2 kilo
- Peanut butter - 3 jars
- Tomatoes - 5 kilos
- Cucumbers - 4 kilos
- Lettuce - 12 heads
- Peppers - 4 kilos
- Red onion - 2 kilos
- Olives - 3 kg
- Herb dressing - 4 bottles
- Balsamic vinegar - 2 bottles
- Olive oil - 3 liters
- Salt - 1 kilo
- Black pepper - 250 grams
- Italian herbs - 3 jars
- Pasta - 12 kilo
- Pesto - 4 jars
- Tomato sauce - 8 jars
- Vegetable stock - 2 packs
- Peppers for hot meal - 4 kilo
- Zucchinis - 4 kilos
- Mushrooms - 4 kilos
- Chickpeas - 5 cans
- Parmesan cheese - 2 kilos
- Grated cheese - 3 kilos
- Mixed salad - 8 kilos
- Baguettes - 25 pieces
- Garlic sauce - 4 bottles
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 jars
- Apples - 10 kilos
- Bananas - 8 kilos
- Grapes - 6 kilos
- Oranges - 8 kilo
- Cookies - 8 packs
- Brownies - 130 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Student mix - 4 kilo
- Napkins - 500 pieces
- Paper lunch bags - 150 pieces
- Cling film - 3 rolls
- Aluminum foil - 3 rolls
- Baking paper - 2 rolls
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant spray - 3 bottles
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 60 pieces
- Paper towels - 12 packs

Registration

Name badgesqty 120
Badge holdersqty 120
Lanyardsqty 120
Program leafletsqty 130
Notepadsqty 130
Ballpoint pensqty 150
Registration binsqty 4
Clipboard foldersqty 6

Decorations

Water congress bannersqty 4
Tableclothsqty 20
Flower arrangementsqty 8
Directional signsqty 12
Room name signsqty 8

Lighting

LED floor lampsqty 6
Mood lightingqty 4

Cleaning

Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 8
Waste binsqty 12
Waste sorting binsqty 4

Kitchen

Cutting boardsqty 6
Chef's knivesqty 4
Serving tongsqty 12
Serving spoonsqty 12
Coolersqty 4

Tips

For coffee breaks, allow two coffee cups per attendee if the program has two breaks, plus one extra coffee thermos for every 30 people. Order spare cups, spoons, and serving spoons because these disappear quickly between sessions.
Prepare one water glass per seated attendee and keep at least 10% extra available. Water conferences often involve repeated refills, so place glasses at the main tables and keep a separate supply near the registration or catering area.
Match presentation equipment to the room before shopping: provide one projector, projection screen, presentation laptop, and the required HDMI or USB-C adapters for each presentation room. Pack at least two extension cords and power strips per room.
Set aside one complete speaker setup rather than sharing loose items between rooms: wireless microphones, microphone stands, a mixer, speakers, and a laser pointer should be tested together before attendees arrive.
Buy or bring practical registration supplies early enough to sort them the day before. Print name badges and the participant list, then keep the badges, signage, and spare materials at the registration table instead of in the main hall.

Frequently asked questions

How much tableware do I need for a Water Conference?: Start with one plate, dessert plate, cutlery set, coffee cup, and water glass per attendee for each service. Add at least 10% spare tableware, and allow two coffee cups per person when there are two coffee breaks.
How many coffee thermoses should I order for a conference?: Use one coffee thermos for roughly 30 attendees per coffee service, then add one extra thermos for the first break. For 90 attendees, that means at least four thermoses available at each busy service.
What presentation equipment is needed for a Water Conference?: Each presentation room needs a projector, projection screen, presentation laptop, and compatible HDMI or USB-C adapters. Also prepare at least two extension cords and two power strips per room, and test everything at least one day before the conference.
When should I prepare the conference shopping list?: Make the first list at least four weeks before the event, when the venue, rooms, and registration estimate are known. Confirm quantities after registrations close, then buy shelf-stable catering supplies and print materials no later than two days before setup.

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