What you need for an astronomy congress

An astronomy congress needs more than chairs and a projector. You need reliable presentation equipment, enough tableware for catering, and observing gear that works after dark. Plan separate supplies for registration, speaker support, coffee breaks, meals and telescope observations. This shopping list helps you check quantities before the congress, when replacing a missing HDMI adapter or buying extra batteries is still straightforward.

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What to bring

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

Furniture

Conference chairsqty 110
Tablesqty 18
Registration deskqty 2
Speaker table
Buffet tablesqty 6
Stoolsqty 8

Equipment

Projectorqty 2
Projection screenqty 2
Laptopsqty 2
Wireless microphonesqty 3
Speakersqty 2
Microphone stand
HDMI cablesqty 4
HDMI adaptersqty 4
Extension cordsqty 8
Power stripsqty 8
Laser pointerqty 2
Telescopeqty 5
Star gazerqty 3
Binocularsqty 8
Red flashlightsqty 10
Spare batteriesqty 24

Tableware

Coffee cupsqty 120
Water glassesqty 120
Wine glassesqty 110
Dinner platesqty 120
Dessert platesqty 120
Cutlery setsqty 120
Serving bowlsqty 12
Serving plattersqty 10
Serving spoonsqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Serving tongsqty 10
Cutting boardsqty 4
Chef's knifeqty 4
Aluminum foilqty 3
Cling filmqty 3

Decorations

Name badgesqty 120
Badge holdersqty 120
Program bookletsqty 120
Star mapsqty 120
Information leafletsqty 120
Table runnersqty 8
Directional signsqty 12
Name card holdersqty 8

Lighting

LED work lightsqty 6
String lightsqty 4

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 4

Catering

Groceries
- Coffee beans - 3 kilograms
- Tea bags - 300 pieces
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Green tea - 1 box
- Cocoa powder - 1 kilogram
- Sugar - 3 kilograms
- Sweeteners - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lemons - 20 pieces
- Carbonated mineral water - 24 bottles
- Still mineral water - 36 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Apple juice - 8 liters
- Orange juice - 8 liters
- Alcohol-free beer - 48 bottles
- Light beer - 72 bottles
- White wine - 18 bottles
- Red wine - 12 bottles
- Prosecco - 8 bottles
- Corkscrews - 3 pieces
- Mixed nuts - 3 kilogram
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Pretzels - 5 bags
- Rice cakes - 5 packs
- Olives - 3 jars
- Mixed bar snacks - 4 bags
- Cucumber - 12 pieces
- Cherry tomatoes - 4 kilograms
- Carrots - 3 kilogram
- Bell peppers - 20 pieces
- Grapes - 5 kilograms
- Apples - 100 pieces
- Bananas - 80 pieces
- Melons - 6 pieces
- Hummus - 12 tubs
- Cream cheese - 10 tubs
- Herb butter - 8 tubs
- Young cheese - 4 kilograms
- Brie - 2 kilograms
- Aged cheese - 2 kilogram
- Ham - 2 kilograms
- Chicken breast slices - 2 kilograms
- Smoked salmon - 1 kilogram
- Vegetarian spreads - 12 tubs
- Whole wheat bread - 12 loaves
- White baguettes - 20 pieces
- Wholegrain baguette - 12 pieces
- Mini croissants - 150 pieces
- Mini rolls - 250 pieces
- Gluten-free rolls - 20 pieces
- Vegan sandwiches - 30 pieces
- Butter - 1 kilogram
- Potatoes - 15 kilogram
- Rice - 8 kilograms
- Pasta - 8 kilograms
- Chicken breast - 8 kilogram
- Vegetarian meatballs - 5 kilogram
- Vegetable burgers - 40 pieces
- Lettuce - 10 heads
- Arugula - 1 kilogram
- Tomatoes - 5 kilograms
- Red onions - 2 kilograms
- Green beans - 8 kilograms
- Broccoli - 8 kilograms
- Pepper mix - 5 kilograms
- Mushrooms - 4 kilogram
- Feta - 2 kilograms
- Parmesan cheese - 1 kilogram
- Mayonnaise - 3 jars
- Ketchup - 3 bottles
- Mustard - 3 jars
- Garlic sauce - 3 bottles
- Pesto sauce - 6 jars
- Tomato sauce - 8 jars
- Olive oil - 3 liters
- Balsamic vinegar - 2 bottles
- Salt - 1 kilogram
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Italian herbs - 3 jars
- Garlic powder - 2 jars
- Chili flakes - 1 jar
- Apple pies - 6 pieces
- Vegan chocolate cake - 3 pieces
- Gluten-free cookies - 8 packs
- Butter cookies - 10 packs
- Mini muffins - 150 pieces
- Dark chocolate bars - 10 pieces
- Napkins - 600 pieces
- Paper tablecloths - 12 pieces
- Coffee filters - 3 packs
- Stirrers - 300 pieces
- Disposable cups - 150 pieces
- Food storage containers - 20 pieces
- Labels for dietary meals - 50 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles

Tips

Allow one chair per registered participant, plus 5–10% extra for late arrivals and speakers. Set aside a separate speaker table and enough tables for registration, catering and participant materials.
For a full-day congress, plan at least 2 coffee cups, 2 water glasses and 1 complete cutlery set per person. Add 10% spare tableware, especially when catering runs in several service periods.
Pack one presentation laptop, projector, screen, speakers and wireless microphones, then test every HDMI cable and adapter with the venue equipment at least 24 hours before opening.
For evening observations, provide one red flashlight and a fresh spare-battery set for every observing group or telescope station. Check the telescope, star gazer and binoculars before participants arrive.
Keep registration supplies separate from the catering delivery: bring the desk, printed participant list, badges and speaker packets to the venue at least 90 minutes before registration starts.

Frequently asked questions

What equipment do I need for an astronomy congress?: At minimum, plan a projector, projection screen, laptop, speakers, wireless microphones, HDMI cables, adapters, extension cords and power strips. For observing sessions, add a telescope, star gazer, binoculars, red flashlights and spare batteries.
How much tableware do I need per congress attendee?: Plan 2 coffee cups and 2 water glasses per person for a full-day program, plus 1 dinner plate, 1 dessert plate and 1 cutlery set if meals and dessert are served. Buy or borrow 10% extra to cover breakage and unexpected attendees.
When should I buy or collect astronomy congress supplies?: Confirm hired equipment and catering supplies at least 2 weeks before the congress. Collect groceries, drinks and other perishables on the day before or the morning of the event, while testing presentation equipment at least 24 hours in advance.
How many spare batteries should I bring for an astronomy congress?: Bring at least 2 complete spare-battery sets for each telescope or observing station, plus extra batteries for red flashlights and binoculars if they use them. Check battery types one week before the event and replace weak batteries before setup.

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