Work conference shopping list

A work conference needs more than coffee and printed agendas. Use this shopping list to prepare the registration desk, catering, presentation setup and participant materials without last-minute runs to the store. Plan tableware for every meal and break, and check that the laptop, projector, screen, microphones and cables work together before the event. Buy or bring supplies early enough to chill drinks, label dietary meals and pack materials by session.

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What to bring

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

Furniture

Tablesqty 10
Chairsqty 60
Buffet tablesqty 3
Registration desk
Stoolsqty 6

Tableware

Coffee cupsqty 60
Glassesqty 80
Dinner platesqty 70
Dessert platesqty 60
Knivesqty 70
Forksqty 70
Spoonsqty 60
Serving spoonsqty 12

Equipment

Laptopqty 2
Projector
Projection screen
Wireless microphonesqty 2
Speakersqty 2
Microphone stand
Extension cordsqty 6
Power stripsqty 6
HDMI cablesqty 3
Presentation clickerqty 2

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving bowlsqty 4
Serving plattersqty 10
Serving utensilsqty 12
Cutting boardsqty 3
Chef's knifeqty 3
Food warmersqty 4
Pliersqty 6
traysqty 6

Paper goods

Name badgesqty 60
Program leafletsqty 60
Worksheetsqty 120
Notepadsqty 60
Ballpoint pensqty 70
Flipchart padsqty 8
Sticky notesqty 20
Envelopesqty 60
Printer paperqty 2
Name stickersqty 2
Pen holdersqty 8

Signage

Directional signsqty 8
Door signsqty 6
Standsqty 8

Cleaning

Waste binsqty 6
Bucketsqty 3
Mopsqty 3
Broomqty 2
Dustpan and brushqty 2
Cleaning glovesqty 6

Decorations

Tableclothsqty 10
Flower arrangementsqty 6

Lighting

Standing lampsqty 4

Catering

Groceries
- Coffee - 2 kilograms
- Decaf coffee - 500 grams
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 1 kilogram
- Sweetener - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Spa Blue - 60 bottles
- Spa Rood - 30 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange juice - 8 liters
- Apple juice - 6 liters
- Alcohol-free beer - 48 bottles
- Red wine - 8 bottles
- White wine - 8 bottles
- Beer - 48 bottles
- Sparkling water - 12 bottles
- Whole wheat bread - 12 loaves
- White bread - 8 loaves
- Gluten-free bread - 3 loaves
- Butter - 1 kilogram
- Young cheese - 2 kilograms
- Aged cheese - 2 kilogram
- Ham - 1.5 kilograms
- Smoked chicken breast - 1.5 kilograms
- Hummus - 1.5 kilograms
- Peanut butter - 2 jars
- Jam - 3 jars
- Eggs - 30 pieces
- Cucumbers - 8 pieces
- Tomatoes - 3 kilograms
- Lettuce - 10 heads
- Bell peppers - 2 kilograms
- Red onions - 1 kilogram
- Carrots - 2 kilogram
- Baby potatoes - 8 kilograms
- Rice - 4 kilograms
- Pasta - 4 kilograms
- Chickpeas - 8 cans
- Lentils - 6 cans
- Chicken breast - 6 kilograms
- Vegetable burgers - 30 pieces
- Tomato sauce - 6 liters
- Coconut milk - 8 cans
- Vegetable stock - 2 boxes
- Olive oil - 2 liters
- Salt - 500 grams
- Black pepper - 250 grams
- Paprika powder - 1 jar
- Curry powder - 1 jar
- Garlic - 6 bulbs
- Fresh parsley - 4 bunches
- Yogurt - 4 kilogram
- Vegan yogurt - 2 kilogram
- Apples - 60 pieces
- Bananas - 50 pieces
- Grapes - 4 kilograms
- Brownies - 60
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Salted nuts - 4 kilograms
- Olives - 2 kilograms
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Balsamic vinegar - 1 bottle
- Garbage bags - 3 rolls
- Paper towels - 6 rolls
- Toilet paper - 48 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Disinfectant wipes - 4 packs
- Sponges - 12 pieces
- Paper towels - 6 packs
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls

Tips

Plan tableware for the full attendance rather than the expected turnout: provide one coffee cup, glass, dinner plate, dessert plate, knife, fork and spoon per person, plus at least 10% extra. Keep serving spoons, bowls and platters separate from the guest place settings.
For drinks, allow two to three servings per person during the first hour, then one serving per person for each additional hour. Chill the first batch several hours ahead and keep reserve drinks in coolers rather than relying on one refrigerator.
Pack the registration desk separately with the participant list, name badges and pens. Put the desk, chairs and any stools in place at least 45 minutes before registration opens so late arrivals do not block the entrance.
Test the laptop, projector, projection screen, speakers, wireless microphones, microphone stand, presentation clicker and HDMI cables together at least one hour before the first presentation. Bring extension cords and power strips, and keep one working cable and adapter available as a backup.
Prepare catering quantities only after registration closes and dietary requirements have been checked. Pass the final requirements to the caterer no later than 48 hours before the conference, and label special meals before guests arrive.

Frequently asked questions

What do I need to buy for a work conference?: Plan supplies for registration, catering, drinks, table settings and presentations. For each participant, allow one place setting plus 10% spare tableware, and provide the laptop, projector, screen, microphones, speakers, cables and power equipment needed for the program.
How many drinks should I buy for a work conference?: Allow two to three drinks per person for the first hour, followed by one drink per person for every additional hour. Add around 10% extra for speakers, staff and unexpected guests, and chill the first batch several hours before arrival.
How much extra tableware do I need for a conference?: Prepare one cup, glass, dinner plate, dessert plate, knife, fork and spoon per attendee, plus at least 10% extra. Serving spoons and platters are needed separately, especially when lunch or refreshments are served buffet-style.
When should I confirm conference catering and dietary requirements?: Collect dietary requirements when people register and send the final numbers to the caterer at least 48 hours before the event. Check the delivered meals on arrival and label special portions before the first break or meal.

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