Association congress shopping list

An association congress needs more than chairs and coffee. You will need registration supplies, presentation equipment, tableware, drinks and practical items for speakers and attendees. Plan quantities from your confirmed headcount, then add a small buffer for breakage, late arrivals and extra servings. This checklist helps you shop for the day itself, including items that are easy to overlook until the room is already filling up.

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What to bring

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

Furniture

Chairsqty 90
Rectangular tablesqty 12
Registration desk
Stage table
Lectern
Bar stoolsqty 6
Coat racksqty 4
Waste binsqty 6

Equipment

Projector
Projection screen
Laptopqty 2
HDMI cablesqty 3
HDMI adaptersqty 3
Wireless microphonesqty 2
Microphone stand
Speakersqty 2
Extension cordsqty 6
Power stripsqty 6
Presentation clicker
Power banksqty 4

Tableware

Dinner platesqty 90
Dessert platesqty 90
Coffee cupsqty 90
Water glassesqty 100
Wine glassesqty 90
Coffee spoonsqty 90
Tablespoonsqty 90
Forksqty 90
Knivesqty 90
Serving spoonsqty 12
Serving traysqty 8
Thermos flasksqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Buffet traysqty 10
Cutting boardsqty 4
Chef's knivesqty 4
Pliersqty 8
Small bowlsqty 12

Decorations

Tableclothsqty 12
Name card holdersqty 10
Club bannersqty 2
Flower arrangementsqty 6
Directional signsqty 12
Markersqty 12

Lighting

Standing lampsqty 4
Light metersqty 2

Cleaning

Vacuum cleaner
Mopsqty 2
Bucketsqty 2
Cleaning clothsqty 12
Hand brush and dustpanqty 2

Catering

Groceries
- Coffee beans - 3 kilograms
- Black tea bags - 80 pieces
- Herbal tea bags - 40 pieces
- Sugar sticks - 150 pieces
- Sweeteners - 100 pieces
- Semi-skimmed milk - 12 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Still mineral water - 60 liters
- Sparkling mineral water - 40 liters
- Cola - 12 liters
- Cola Zero - 12 liters
- Orange soda - 8 liters
- Apple juice - 8 liters
- Orange juice - 8 liters
- Alcohol-free beer - 48 bottles
- White beer - 48 bottles
- Red wine - 12 bottles
- White wine - 12 bottles
- Alcohol-free wine - 6 bottles
- Baguettes - 30 pieces
- Whole wheat bread - 12 loaves
- Mini croissants - 100 pieces
- Unsalted butter - 2 kilograms
- Mild cheese - 3 kilograms
- Aged cheese - 2 kilogram
- Herb cream cheese - 2 kilogram
- Chicken breast slices - 2 kilograms
- Hummus - 2 kilograms
- Egg salad - 2 kilograms
- Peanut butter - 1 jar
- Strawberry jam - 2 jars
- Cucumbers - 12 pieces
- Tomatoes - 4 kilogram
- Lettuce - 10 heads
- Bell peppers - 20 pieces
- Red onions - 2 kilograms
- Carrots - 3 kilogram
- Cherry tomatoes - 3 kilograms
- Grapes - 5 kilograms
- Apples - 90 pieces
- Bananas - 60 pieces
- Mandarins - 60 pieces
- Strawberries - 4 kilogram
- Yogurt - 8 kilograms
- Muesli - 3 kilogram
- Oat bars - 100 pieces
- Butter cookies - 4 kilograms
- Whole grain crackers - 6 packs
- Paprika chips - 3 kilograms
- Plain chips - 3 kilograms
- Snacks - 2 kilograms
- Mixed nuts - 2 kilograms
- Olives - 2 kilograms
- Sun-dried tomatoes - 1 kilogram
- Tortilla chips - 3 kilograms
- Salsa sauce - 3 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olive oil - 2 bottles
- Balsamic vinegar - 2 bottles
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Italian herbs - 1 jar
- Garlic - 6 bulbs
- Pasta salad - 8 kilograms
- Rice salad - 6 kilograms
- Grilled vegetables - 8 kilograms
- Falafel - 5 kilogram
- Chicken skewers - 8 kilograms
- Vegetarian quiche - 12 pieces
- Mixed green salad - 8 kilograms
- Fruit salad - 8 kilogram
- Dessert pastries - 100 pieces
- Mini cheese buns - 150 pieces
- Mini vegetable spring rolls - 150 pieces
- Mini meatballs - 150 pieces
- Dipping sauce - 3 kilograms
- Cocktail picks - 500 pieces
- Paper napkins - 300 pieces
- Paper towels - 12 rolls
- Toilet paper - 36 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- Dishwasher tablets - 40 pieces
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Hand soap - 6 dispensers
- Hand sanitizer - 6 bottles
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Vegetarian diet meals - 12 pieces
- Vegan diet meals - 6 units
- Gluten-free diet meals - 4 pieces
- Coffee creamer powder - 1 kilogram
- Stirrers - 300 pieces
- Ice cubes - 20 kilograms

Tips

Count one coffee cup, water glass and dinner plate per attendee, then add 10% extra for replacements and second servings. Keep dessert plates separate if the programme includes a plated dessert.
Plan two to three drinks per person for the first hour, then one to two per person for each additional hour. Chill drinks before guests arrive and keep water available throughout the programme.
For every presentation setup, check the laptop, projector, screen, HDMI cable and the correct HDMI adapter together. Bring at least one spare adapter and place a presentation clicker where the speaker can reach it.
Set aside one registration desk, a clear set of name badges and a printed participant list for check-in. Put power banks at the registration area so attendees can charge phones without searching for an outlet.
Match forks, knives, tablespoons, serving spoons and coffee spoons to the catering plan rather than buying only plates. Add waste bins and coat racks near the main traffic routes before doors open.

Frequently asked questions

What tableware do I need for an association congress?: For each attendee, allow one dinner plate, one dessert plate, one coffee cup and one water glass. Add wine glasses only if wine is served, and keep at least 10% extra of each item for replacements or additional use.
How many drinks should I buy for a congress?: For the first hour, plan two to three drinks per person. For every later hour, allow another one to two drinks per person, with water included and a 10% buffer for unexpected attendance.
What AV equipment is needed for a congress presentation?: Prepare one laptop, projector and projection screen, plus HDMI cables and the adapters required by the speakers' laptops. Have at least one spare HDMI adapter, extension cord and power strip ready before the first presentation.
When should I buy and chill drinks for the congress?: Buy shelf-stable drinks and check quantities at least 3 to 5 days before the event. Chill the drinks on the day before or at least 4 hours before guests arrive, depending on fridge capacity.

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