Architecture Congress Shopping List
An architecture congress needs more than chairs and a projector. You will need clear support for registration, presentations, catering, speakers and visitor guidance, often across a full day. Use the prepared list to check furniture, tableware, technical equipment and small items before shopping. Plan quantities from your confirmed attendee count, then add a small reserve for damaged badges, extra coffee cups and last-minute guests.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Conference chairsqty 140
- Rectangular tablesqty 16
- Tall cocktail tablesqty 10
- Stage tableqty 2
- Speaker chairsqty 6
- Dressing room racksqty 2
- Clothes hangersqty 30
- Waste binsqty 12
Tableware
- Water glassesqty 160
- Wine glassesqty 160
- Coffee cupsqty 160
- Coffee spoonsqty 160
- Dinner platesqty 160
- Dessert platesqty 160
- Dinner cutlery setsqty 160
- Serving spoonsqty 12
Equipment
- Projectorqty 2
- Projection screenqty 2
- Laptopqty 2
- HDMI cablesqty 4
- HDMI adaptersqty 4
- Presentation clickerqty 2
- Wireless microphonesqty 4
- Microphone standsqty 3
- Speakersqty 2
- Mixer
- Power stripsqty 10
- Extension cordsqty 10
- USB sticksqty 4
- Flip chartsqty 4
- Flipchart markersqty 24
- Laser pointerqty 2
- Rechargeable batteriesqty 16
Registration
- Registration tablesqty 3
- Name badgesqty 140
- Badge holdersqty 140
- Lanyardsqty 140
- Clipboardsqty 6
- Ballpoint pensqty 30
- Registration signsqty 3
- Program foldersqty 140
- Wristbandsqty 140
Decorations
- Conference bannersqty 4
- Directional signsqty 12
- Info panelsqty 6
- Tableclothsqty 20
- Speaker name placardsqty 6
- Program postersqty 8
- Plantsqty 12
Lighting
- LED spotlightsqty 8
- Atmosphere lightsqty 10
Kitchen
- Coffee machinesqty 3
- Kettlesqty 3
- Thermos flasksqty 8
- Coolersqty 6
- Serving plattersqty 16
- Serving tongsqty 10
- Cutting boardsqty 4
- Chef's knivesqty 4
- Bread basketsqty 8
- Drink dispensersqty 4
- Ice packsqty 24
Cleaning
- Bucketsqty 4
- Mopsqty 4
- Broom setsqty 3
- Dustpan and brushqty 3
- Cleaning clothsqty 30
- Hand soap dispensersqty 6
- Towel dispensersqty 6
Catering
- Groceries
- Coffee - 6 packs
- Decaffeinated coffee - 2 packs
- Black tea - 4 boxes
- Green tea - 2 boxes
- Herbal tea - 2 boxes
- Hot chocolate - 2 packs
- Semi-skimmed milk - 12 liters
- Oat milk - 8 liters
- Lemon - 3 kilograms
- Sugar - 4 kilogram
- Sweetener - 2 boxes
- Still mineral water - 10 crates
- Sparkling mineral water - 8 crates
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Tonic - 4 bottles
- Ginger beer - 4 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Cold coffee - 24 bottles
- Beer - 6 crates
- Alcohol-free beer - 3 cases
- Dry white wine - 18 bottles
- Dry red wine - 12 bottles
- Alcohol-free white wine - 6 bottles
- Sparkling wine - 8 bottles
- Baguettes - 30 pieces
- Whole wheat bread - 12 loaves
- Mini croissants - 180 pcs
- Mini rolls - 180 pieces
- Butter - 3 kilograms
- Cream cheese - 3 kilograms
- Young cheese - 5 kilogram
- Brie - 3 kilograms
- Goat cheese - 2 kilogram
- Hummus - 4 kilograms
- Avocado spread - 2 kilogram
- Chicken breast slices - 3 kilograms
- Smoked salmon - 2 kilogram
- Arugula - 2 kilogram
- Lettuce - 10 heads
- Cucumbers - 20 pieces
- Tomatoes - 8 kilograms
- Bell peppers - 5 kilograms
- Red onions - 2 kilograms
- Avocados - 30 pieces
- Cherry tomatoes - 4 kilograms
- Carrots - 4 kilograms
- Olives - 3 kilograms
- Potato salad - 12 kilograms
- Pasta salad - 12 kilograms
- Quinoa salad - 10 kilogram
- Mixed green salad - 10 kilograms
- Lentil salad - 8 kilograms
- Couscous salad - 8 kilograms
- Chickpeas - 4 kilograms
- Feta - 3 kilograms
- Parmesan cheese - 2 kilograms
- Balsamic vinegar - 2 bottles
- Olive oil - 3 liters
- Yogurt dressing - 3 liters
- Honey mustard dressing - 3 liters
- Mayonnaise - 2 liter
- Mustard - 1 liter
- Ketchup - 1 liter
- Salt - 1 kilogram
- Black pepper - 250 grams
- Basil - 10 bunches
- Oregano - 4 jars
- Garlic - 1 kilogram
- Mini muffins - 180 pieces
- Mini brownies - 180 units
- Cookies - 8 kilograms
- Paprika Chips - 5 kilograms
- Plain chips - 5 kilogram
- Mixed nuts - 4 kilograms
- Dried fruit - 3 kilograms
- Apples - 80 pieces
- Bananas - 60 pieces
- Grapes - 8 kilograms
- Mandarins - 80 pieces
- Ice cubes - 30 kilograms
- Napkins - 600 pieces
- Coffee filters - 3 packs
- Stirrers - 500 pieces
- Cocktail sticks - 300 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Liquid hand soap - 6 bottles
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant spray - 4 bottles
- Trash bags - 100 pieces
- Paper towels - 12 packs
Tips
- Count conference chairs, dinner plates, cutlery sets and coffee cups against your final visitor list, then add roughly 5% spare capacity so a late registration or missing item does not disrupt service.
- Allow two water glasses per attendee for a full-day congress, plus wine glasses only if wine is served. Check the catering headcount and recorded dietary requirements at least 3 days before the event.
- Test the projector, screen, laptop, HDMI cables, adapters, clicker, microphones, speakers and mixer at the venue no later than the day before. Keep backup presentations on two USB sticks.
- Prepare name badges, printed programmes, directions and parking information before the registration desk opens. Sort badges alphabetically and place at least one spare badge and marker at the desk.
- Chill drinks several hours before doors open and place waste bins near registration, catering and the stage. Confirm the lunch delivery time on the morning of the congress so serving does not overlap with the programme.
Frequently asked questions
- What do I need to buy for an architecture congress?
- Plan furniture, tableware, catering supplies, presentation equipment and registration materials. The core equipment includes a projector, screen, laptop, HDMI connections, clicker, microphones, speakers, mixer, power strips, extension cords and USB sticks.
- How many chairs and table settings do I need for a congress?
- Use one conference chair per registered attendee and one complete dinner setting per person for lunch. Add about 5% spare chairs, plates, cutlery and cups; for 200 attendees, that means planning for roughly 210 units where practical.
- When should I check the AV equipment for an architecture congress?
- Run a complete test at the venue at least 1 day before the event, including every presentation connection and microphone. Collect final presentations by the same deadline and save backups on 2 USB sticks.
- How early should I prepare congress name badges and programmes?
- Prepare and alphabetise the name badges at least 1 day before registration opens, once the visitor list is stable. Print the programme, directions and parking information no later than 2 days before the congress.
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