What you need for an anniversary congress

An anniversary congress needs more than chairs and a projector. You will need tableware for meals and coffee, a complete presentation setup, furniture for speakers and registration, and practical items for coats, waste and power. Use this list alongside your venue and catering arrangements. Check quantities against your final guest count, then confirm what the venue or caterer already supplies at least one week before the event.

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What to bring

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

Furniture

Cocktail tablesqty 10
Buffet tablesqty 8
Conference chairsqty 90
Speaker table
Coat racksqty 3
Waste binsqty 8

Tableware

Dinner platesqty 100
Dessert platesqty 100
Coffee cupsqty 100
Water glassesqty 120
Wine glassesqty 120
Coffee spoonsqty 100
Dinner cutlery setsqty 100
Serving spoonsqty 12
Serving plattersqty 12

Equipment

Projector
Projection screen
Laptop
Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
HDMI cablesqty 3
Presentation clickerqty 2
Power banksqty 4

Catering

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coffee urnsqty 2
Coolersqty 6
Ice cube traysqty 4
Chafing dishesqty 6
Serving bowlsqty 12
Bread basketsqty 8
Drink dispensersqty 3
Corkscrewsqty 4
Bottle openersqty 4
Serving traysqty 8

Registration

Registration tablesqty 2
Name card holdersqty 4
Pensqty 30
Clipboardsqty 6
Badge holdersqty 100
Table numbersqty 12

Decorations

Table runnersqty 12
Flower arrangementsqty 10
Balloon bouquetsqty 6
Anniversary banner
Photo backdrop
Photo booth propsqty 20
LED candlesqty 24
Plantsqty 8

Lighting

LED spotlightsqty 6
String lightsqty 4
Batteriesqty 24

Cleaning

Waste binsqty 4
Broom setsqty 2
Mopsqty 3
Bucketsqty 3
Hand soap dispensersqty 4
Toilet brushesqty 4

Groceries

Groceries
- Coffee beans - 3 kilo
- Tea bags - 250 pieces
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Decaffeinated coffee - 1 kilo
- Sugar - 3 kilos
- Sweeteners - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lemons - 12 pieces
- Still mineral water - 60 bottles
- Sparkling mineral water - 40 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Beer - 120 bottles
- Alcohol-free beer - 36 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 6 bottles
- Prosecco - 8 bottles
- Bitter lemon - 4 bottles
- Tonic - 4 bottles
- Ice cubes - 20 kilo
- Croissants - 100 pieces
- Mini currant buns - 100 pieces
- Unsalted butter - 2 kilos
- Strawberry jam - 4 jars
- Cheese slices - 3 kilos
- Ham - 2 kilos
- Turkey breast - 2 kilos
- Hummus - 2 kilos
- Cream cheese - 1 kilo
- Whole wheat bread - 12 loaves
- White bread - 8 loaves
- Multigrain rolls - 100 pieces
- Chicken salad - 2 kilo
- Egg salad - 2 kilo
- Tuna salad - 2 kilos
- Vegan spread - 2 kilos
- Cucumbers - 12 pieces
- Tomatoes - 3 kilos
- Lettuce - 8 heads
- Bell peppers - 12 pieces
- Carrots - 3 kilos
- Grapes - 5 kilos
- Apples - 80 pieces
- Bananas - 60 pieces
- Melons - 6 pieces
- Yogurt - 8 kilos
- Granola - 3 kilos
- Mini muffins - 120 pieces
- Brownies - 100 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snack mix - 6 bags
- Mixed nuts - 4 kilos
- Olives - 3 kg
- Cheese cubes - 4 kilo
- Bitterballen - 250 pieces
- Vegetarian bitterballen - 100 pieces
- Mini spring rolls - 150 pieces
- Mini satay - 150 pieces
- Garlic sauce - 2 bottles
- Sweet chili sauce - 2 bottles
- Mustard - 2 bottles
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Cocktail picks - 500 pieces
- Napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Dishwasher tablets - 50 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 6 packs
- Nitrile gloves - 4 boxes
- Hand soap - 6 bottles
- Paper towels - 12 packs
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Freezer bags - 2 boxes
- Labels - 2 packs
- Permanent markers - 12 pieces

Tips

Count tableware by service, not just by guest: dinner plates, dessert plates, cutlery, coffee cups, water glasses and wine glasses may all be needed by the same person. Add a small buffer so a dropped or dirty item does not stop service.
Test the complete presentation chain at least one day before the congress. Check the laptop, projector, screen, HDMI cables, mixer, speakers, microphones and clicker together rather than testing each item separately.
Arrange coffee equipment before guests arrive. Coffee machines, kettles and thermos flasks need a dedicated service point, nearby power, coffee cups and spoons; set this up early enough to avoid a queue after the opening session.
Do not leave practical furniture until the morning itself. Confirm cocktail tables, buffet tables, conference chairs, the speaker table and coat racks with the venue, and check that waste bins are placed near catering and registration areas.
Pack power and backup items in one labelled box. Extension cords, power strips and power banks are easy to overlook, but a missing cable or empty laptop battery can interrupt presentations and registration.

Frequently asked questions

What equipment do I need for an anniversary congress?: Plan for a projector, projection screen, laptop, HDMI cables and presentation clicker. For a staffed programme, also provide wireless microphones, microphone stands, speakers and a mixer, then test the full setup at least one day in advance.
How many glasses and plates do I need per congress guest?: Start with one dinner plate, one dessert plate, one water glass and one wine glass per guest, plus the required coffee cup and cutlery set. Add at least 10% spare tableware when the caterer is not supplying replacements.
What do people often forget for an anniversary congress?: Power strips, extension cords, spare power banks, serving spoons and coat racks are commonly missed. Check these items at least one week before the event, when there is still time to borrow or hire them.
When should I chill drinks and prepare coffee equipment?: Chill drinks several hours before doors open so they are ready for arrival and breaks. Set up coffee machines, kettles and thermos flasks before the first session, and test access to power before guests enter.

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