What you need for an art congress

An art congress needs more than chairs and a projector. You’ll need materials for registration, a reliable presentation setup, catering serviceware and equipment for displaying artworks and catalogs. Plan quantities from your final attendee count, then add a small buffer for late registrations and replacements. This list also covers the items people often arrange too late, such as extension cords, badge supplies, presentation cables and exhibition furniture.

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What to bring

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

Furniture

Registration tablesqty 3
Buffet tablesqty 8
Chairsqty 180
Stage tableqty 2
Lectern
Coat racksqty 4
Bollardsqty 8
Exhibition wallsqty 20
Pedestal Blocksqty 12
Presentation tablesqty 12
Lounge chairsqty 12

Tableware

Coffee cupsqty 180
Glassesqty 250
Platesqty 220
Cutlery setsqty 220
Serving traysqty 20
Serving plattersqty 16
Coffee potsqty 8
Teapotsqty 6

Equipment

Projectorqty 2
Projection screenqty 2
Laptopqty 2
Wireless microphonesqty 4
Microphone standsqty 2
Speakersqty 4
Mixer
Extension cordsqty 10
Power stripsqty 10
HDMI cablesqty 4
Presentation clickersqty 3
USB sticksqty 4
Cable traysqty 12
Flashlightsqty 4

Lighting

LED spotlightsqty 12
Standing lampsqty 6
Light standsqty 6

Decorations

Name badgesqty 20
Direction signsqty 12
Program postersqty 10
Banner standsqty 4
Table runnersqty 12
Flower arrangementsqty 8
Photo framesqty 20
Art hooksqty 120
Mounting tapeqty 8

Kitchen

Coolersqty 6
Water jugsqty 12
Thermos flasksqty 10
Ice containersqty 4
Cutting boardsqty 4
Bread knivesqty 4
Serving spoonsqty 12
Food containersqty 20
Serving tongsqty 12

Cleaning

Waste binsqty 10
Broom setsqty 3
Mop setsqty 3
Cleaning cartsqty 2
Toilet brushesqty 4

Catering

Groceries
- Coffee - 8 packs
- Decaffeinated coffee - 2 packs
- Black tea - 4 boxes
- Herbal tea - 3 boxes
- Chocolate milk - 8 liters
- Semi-skimmed milk - 12 liters
- Oat milk - 8 liters
- Sugar - 3 kilograms
- Sweetener - 2 boxes
- Spa Blauw - 120 bottles
- Spa Red - 60 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Ice tea - 18 bottles
- Apple juice - 12 liters
- Orange juice - 12 liters
- Ginger beer - 12 bottles
- Alcohol-free beer - 48 bottles
- White beer - 48 bottles
- Red wine - 12 bottles
- White wine - 12 bottles
- Prosecco - 8 bottles
- Lemons - 3 kilogram
- Limes - 2 kilograms
- Fresh mint - 10 bunches
- Ice cubes - 25 kilogram
- Mini croissants - 180 pcs
- Mini chocolate croissants - 120 pieces
- Unsalted butter - 2 kilograms
- Strawberry jam - 3 jars
- Sliced cheese - 3 kilogram
- Ham slices - 2 kilograms
- Hummus - 3 kilograms
- Cream cheese - 2 kilograms
- Whole wheat bread - 12 loaves
- White rolls - 180 pieces
- Currant buns - 80 pieces
- Cucumbers - 20 pieces
- Tomatoes - 4 kilogram
- Arugula - 2 kilogram
- Peppers - 3 kilograms
- Olives - 3 kilograms
- Grapes - 8 kilograms
- Apples - 100 pieces
- Bananas - 80 pieces
- Oranges - 60 pieces
- Blueberries - 3 kilograms
- Mixed nuts - 4 kilograms
- Muesli bars - 180 pieces
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Vegetable sticks - 8 kilograms
- Tzatziki - 4 kilograms
- Herb cheese - 2 kilograms
- Bitterballen - 300 pieces
- Vegetarian bitterballen - 180 pieces
- Mini spring rolls - 240 pieces
- Mustard - 4 bottles
- Mayonnaise - 4 bottles
- Ketchup - 4 bottles
- Satay sauce - 3 kilograms
- Pasta - 12 kilograms
- Pesto - 3 kilogram
- Tomato sauce - 8 liters
- Parmesan cheese - 2 kilograms
- Mixed salad - 10 kilograms
- Salad dressing - 4 liters
- Focaccia - 20 pieces
- Vegan pasta sauce - 5 liters
- Gluten-free rolls - 20 pieces
- Vegan toppings - 3 kilograms
- Gluten-free cookies - 8 packs
- Vegan pastries - 40 pieces
- Mini brownies - 180 units
- Lemon cake - 8 pieces
- Chocolate cookies - 12 packs
- Napkins - 1000 pieces
- Coffee filters - 3 packs
- Stirrers - 500 pieces
- Paper towels - 12 rolls
- Trash bags - 80 pcs
- Dishwasher tablets - 60 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 8 packs
- Hand soap - 8 bottles
- Toilet paper - 48 rolls
- Paper towels - 12 packs

Tips

Plan one chair per registered attendee, plus 5–10% extra if the room allows. Add separate lounge chairs if speakers, exhibitors or attendees need a quieter place to talk.
For registration, prepare one table for every 75–100 attendees and sort printed name badges alphabetically before doors open. Keep at least 10 blank badges and marker pens available for last-minute changes.
Allow one coffee cup, glass, plate and cutlery set per guest for each service round, then add 10% spare. Two coffee pots and two teapots are a practical starting point for a group of up to 100 people, depending on service arrangements.
Test the projector, screen, laptop, mixer and wireless microphones at least 2 hours before the first presentation. Bring the correct HDMI cables, one power strip per equipment cluster and extension cords long enough to avoid walkways.
Set up exhibition walls and pedestal blocks before placing artworks, and leave at least 30 minutes for arranging labels and catalogs. Keep serving trays and platters separate from the exhibition area so food does not end up near the artwork.

Frequently asked questions

How many chairs do I need for an art congress?: Start with one chair per registered attendee and add 5–10% spare capacity. For 80 attendees, that means 84–88 chairs if the room has enough space.
What AV equipment is needed for an art congress?: At minimum, plan for a projector, projection screen, laptop, HDMI cables, presentation clicker and wireless microphones. Test everything at least 2 hours before the program starts, including the mixer and speakers.
How much tableware do I need for an art congress?: Provide one coffee cup, glass, plate and cutlery set per guest per service round, plus 10% spare. For 100 guests, prepare at least 110 of each item used during the meal or refreshment service.
When should I prepare name badges for an art congress?: Print and sort the badges 1–2 days before the congress, after the registration list is mostly stable. Keep at least 10 blank badges and supplies at the registration desk for late changes.

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