What to buy for a World Summit

A World Summit needs more than food and conference furniture. You will need separate supplies for registration, presentations, interpreting, formal dining, national flags and guest movement. Use the expected number of delegates to set quantities: plan one chair and water glass per attendee, plus at least 10% spare capacity. Order printed materials, badges, tableware and technical equipment early, because last-minute replacements are difficult to arrange for a multi-language programme.

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What to bring

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

Furniture

Conference chairsqty 320
Beer tablesqty 12
Rectangular tablesqty 28
Registration desksqty 3
Lecternsqty 8
Coat racksqty 6
Waste binsqty 18
Buffet tablesqty 8

Tableware

Dinner platesqty 350
Dessert platesqty 350
Coffee cupsqty 350
Water glassesqty 350
Wine glassesqty 250
Forksqty 350
Knivesqty 350
Spoonsqty 350

Decorations

Table skirtsqty 24
Table runnersqty 28
Flag standsqty 12
International flagsqty 24
Name card holdersqty 320
Flower arrangementsqty 12

Equipment

Wireless microphonesqty 8
Microphone standsqty 6
Speakersqty 6
Mixing consolesqty 2
Projectorsqty 3
Projection screensqty 3
Presentation laptopsqty 3
Click presentersqty 3
Translation receiversqty 320
Translation headsetsqty 320
Interpretation boothsqty 3
Extension cordsqty 20
Power stripsqty 20
Laptop chargersqty 8

Kitchen

Coffee machinesqty 6
Kettlesqty 4
Thermos flasksqty 16
Serving plattersqty 24
Serving spoonsqty 24
Coolersqty 8
Buffet tongsqty 16

Cleaning

Cleaning cartsqty 2
Bucketsqty 6
Mopsqty 6
Microfiber clothsqty 30
Glovesqty 12
Hand sanitizer pumpsqty 12
Trash bag holdersqty 18

Lighting

LED spotlightsqty 12
Table lampsqty 12
Emergency lightsqty 6

Catering

Groceries
- Coffee beans - 8 kilos
- Tea bags - 500 pieces
- Black tea - 4 boxes
- Herbal tea - 4 boxes
- Hot chocolate - 6 liters
- Semi-skimmed milk - 30 liters
- Oat milk - 12 liters
- Sugar - 5 kilograms
- Sweetener - 4 boxes
- Spa Blauw - 240 bottles
- Spa Rood - 120 bottles
- Cola - 48 bottles
- Cola Zero - 48 bottles
- Sinas - 36 bottles
- Iced tea - 36 bottles
- Apple juice - 24 liters
- Orange juice - 24 liters
- White wine - 24 bottles
- Red wine - 12 bottles
- Non-alcoholic beer - 72 bottles
- Mineral water - 40 liters
- Baguettes - 35 pieces
- Whole wheat bread - 20 loaves
- Mini rolls - 450 pieces
- Unsalted butter - 5 kilogram
- Cream cheese - 4 kilograms
- Young cheese - 8 kilograms
- Brie - 4 kilogram
- Smoked chicken breast - 6 kilograms
- Smoked salmon - 4 kilogram
- Hummus - 5 kilogram
- Egg salad - 4 kilogram
- Cucumber - 12 Kilograms
- Tomatoes - 12 kilograms
- Arugula - 3 kilograms
- Mixed lettuce - 8 kilograms
- Bell peppers - 8 kilograms
- Red onion - 3 kilogram
- Carrots - 8 kilogram
- Grapes - 12 kilograms
- Apples - 160 pieces
- Bananas - 120 pieces
- Oranges - 100 pieces
- Melons - 12 pieces
- Yogurt - 20 liters
- Granola - 5 kilogram
- Mixed nuts - 4 kilograms
- Raisins - 2 kilograms
- Croissants - 350 pieces
- Mini muffins - 350 pieces
- Cookies - 8 kilograms
- Brownies - 350 pieces
- Paprika chips - 20 bags
- Plain chips - 20 bags
- Olives - 4 kilograms
- Mixed nuts - 4 kilograms
- Chicken breast - 25 kilograms
- Chickpeas - 12 cans
- Rice - 18 kilograms
- Pasta - 15 kilogram
- Tomato sauce - 18 liters
- Coconut milk - 12 liters
- Vegetable stock - 6 liters
- Potatoes - 30 kilograms
- Green beans - 15 kilograms
- Broccoli - 15 kilogram
- Mushrooms - 8 kilograms
- Bell peppers - 8 kilograms
- Herb butter - 3 kilograms
- Olive oil - 5 liters
- Sunflower oil - 3 liters
- Salt - 2 kilograms
- Black pepper - 500 grams
- Paprika powder - 500 grams
- Curry powder - 500 grams
- Garlic - 1 kilogram
- Mayonnaise - 5 liter
- Ketchup - 4 liters
- Mustard - 3 liters
- Balsamic vinegar - 2 liters
- Salad dressing - 5 liters
- Lemon juice - 2 liters
- Aluminum foil - 6 rolls
- Cling film - 6 rolls
- Baking paper - 4 rolls
- Napkins - 1000 pieces
- Paper coffee filters - 500 pieces
- Stirrers - 500 pieces
- Wooden cocktail sticks - 500 pieces
- Disposable gloves - 500 pieces
- Trash bags - 80 pcs
- Paper towels - 24 rolls
- Toilet paper - 48 rolls
- Hand soap - 12 bottles
- Dish soap - 6 bottles
- All-purpose cleaner - 6 bottles
- Glass cleaner - 4 bottles
- Disinfectant - 6 bottles
- Toilet freshener - 12 pieces

Tips

Plan one conference chair, one water glass and one printed programme per registered guest, then add 10% spare stock. For 200 attendees, that means 220 of each.
Allow two coffee cups and two dessert or dining plates per guest when service runs all day. Reusable tableware reduces shortages between sessions and meals.
Prepare registration supplies for peak arrival, not the daily average: provide one name badge per delegate, name card holders for seated guests and at least two registration desks for 100–200 arrivals.
Count technical equipment by simultaneous use. A main room may need multiple wireless microphones, microphone stands, speakers, a mixing console, projector, projection screen, presentation laptop and click presenter; arrange interpreting equipment separately.
Buy or reserve waste bins, coat racks and buffet tables before delivery day. Put one waste bin near registration, catering and each main exit, and confirm that flag stands and international flags match the final country list at least one week ahead.

Frequently asked questions

How many chairs and glasses do I need for a World Summit?: Start with one chair and one water glass per registered attendee, plus 10% spare capacity. For 200 guests, prepare 220 chairs and 220 water glasses; add seating separately for speakers, staff and security if they are not included in the attendance figure.
How much tableware should I buy for a World Summit?: For an all-day programme with meals, plan two coffee cups and two dining or dessert plates per guest, plus one fork, knife and spoon per place setting. Add at least 10% spare tableware to cover dropped items, late returns and unexpected guests.
When should I order World Summit badges and printed programmes?: Order or prepare the first batch of badges and programmes at least two weeks before the summit. Keep a small blank badge supply for late registrations and name changes, and print the final programme only after speaker presentations and timings are checked.
What AV equipment is needed for a World Summit?: For the main room, allow at least one projector, projection screen, presentation laptop and click presenter, together with speakers, a mixing console and wireless microphones. Confirm quantities with the room layout and interpreting plan at least 10 business days before the event.

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