What you need for a bike congress
A bike congress needs more than chairs and a projector. You will need a reliable registration setup, presentation equipment, catering supplies and enough tableware for the full programme. Plan drinks for the arrival period and breaks, and check every cable, adapter and power point before the event. This shopping list helps you prepare the practical items that are easy to overlook, from name labels and water glasses to coolers, clickers and power banks.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 12
- Chairsqty 120
- Registration desk
- Speaker table
- Bar stoolsqty 6
- Clothes racksqty 2
Equipment
- Projector
- Projection screen
- Laptopsqty 2
- Speakersqty 2
- Wireless microphonesqty 3
- Microphone standsqty 2
- Mixer
- Extension cordsqty 6
- Power stripsqty 8
- HDMI cablesqty 3
- Presentation clickerqty 2
- Power banksqty 4
Tableware
- Coffee cupsqty 120
- Water glassesqty 120
- Wine glassesqty 120
- Platesqty 120
- Cutlery setsqty 120
- Serving spoonsqty 8
Kitchen
- Coffee machinesqty 2
- Kettlesqty 2
- Thermos flasksqty 6
- Coolersqty 4
- Cutting boardsqty 4
- Bread knivesqty 4
- Serving plattersqty 12
- Serving trays with lidsqty 8
Decorations
- Congress bannersqty 4
- Tableclothsqty 12
- Name badge holdersqty 12
- Bike flagsqty 8
- Route arrowsqty 12
- Info panelsqty 6
Sports equipment
- Bicycle racksqty 10
- Bike pumpsqty 3
- Basic bike toolsqty 2
- Ratchet strapsqty 10
Lighting
- LED work lightsqty 4
Cleaning
- Waste binsqty 8
- Hand broomsqty 2
- Eye-catchersqty 4
Catering
- Groceries
- Coffee beans - 3 kilograms
- Black tea - 4 boxes
- Herbal tea - 2 boxes
- Sugar - 2 kilograms
- Sweeteners - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 8 liters
- Coffee cream - 4 bottles
- Spa Blauw - 120 bottles
- Spa Red - 48 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Orange soda - 12 bottles
- Apple juice - 12 liters
- Orange juice - 12 liters
- Alcohol-free beer - 48 bottles
- Pilsner - 96 bottles
- White wine - 18 bottles
- Red wine - 12 bottles
- Bubbles - 6 bottles
- Croissants - 120 pieces
- Mini raisin buns - 120 pieces
- Whole wheat bread - 12 loaves
- White rolls - 120 pieces
- Multigrain rolls - 120 pieces
- Unsalted butter - 2 kilograms
- Mild cheese - 3 kilograms
- Aged cheese - 3 kilograms
- Ham - 2 kilograms
- Chicken breast - 2 kilogram
- Hummus - 2 kilograms
- Cream cheese - 2 kilograms
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Cucumber - 12 pieces
- Tomatoes - 4 kilogram
- Lettuce - 8 heads
- Bell peppers - 3 kilograms
- Red onion - 1 kilogram
- Apples - 120 pieces
- Bananas - 120 pieces
- Grapes - 8 kilograms
- Mini tomatoes - 4 kilograms
- Carrots - 4 kilograms
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Mixed nuts - 4 kilograms
- Olives - 3 kilograms
- Mayonnaise - 2 bottles
- Mustard - 2 bottles
- Ketchup - 2 bottles
- Balsamic dressing - 2 bottles
- Pasta - 12 kilograms
- Pesto - 12 jars
- Pasta sauce - 12 jars
- Parmesan cheese - 2 kilograms
- Chicken breast for buffet - 8 kilogram
- Vegetarian meatballs - 6 kilogram
- Vegan meatballs - 4 kilogram
- Bread for buffet - 12 loaves
- Olive oil - 2 liters
- Salt - 500 grams
- Black pepper - 250 grams
- Italian herbs - 3 jars
- Garlic - 6 bulbs
- Lemons - 20 pieces
- Cookies - 8 packs
- Mini muffins - 120 pieces
- Napkins - 500 pieces
- Paper coffee cups - 250 pieces
- Stir sticks - 250 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Paper towels - 12 rolls
- Trash bags - 100 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Disinfectant wipes - 6 packs
- Hand soap - 6 dispensers
- Toilet paper - 48 rolls
Tips
- Plan one registration place with a desk, printed programme, name labels and working pens. Put the materials together at least one day before the congress so registration staff are not searching during arrival.
- For each presentation area, check the projector, screen, laptop, HDMI cable, clicker and power supply as one complete set. Test the full setup at the venue no later than the day before, not just the individual devices.
- Provide water for speakers and attendees throughout the programme. As a starting point, allow 2 to 3 drinks per person during the first hour, then add enough for every break and keep extra water available on the speaker table.
- Match tableware to the catering plan rather than ordering only for the seated meal. Include coffee cups, water and wine glasses where needed, plus one complete cutlery set and plate per expected meal portion, with at least 10% spare.
- Keep power banks, extension cords and power strips at the registration or technical desk. Bring spare HDMI cables and confirm that the venue has enough accessible power points before equipment arrives.
Frequently asked questions
- What should I buy for a bike congress?
- Plan for registration materials, presentation equipment, catering supplies, drinks and tableware. The core setup usually includes a registration desk, tables and chairs, projector, screen, laptop, microphones, cables, coffee equipment, glasses, plates and cutlery.
- How many drinks do I need for a bike congress?
- Allow 2 to 3 drinks per person for the first hour, then calculate separately for each coffee break and meal. Add at least 10% extra water and soft drinks so late arrivals and speakers are covered.
- When should I test the bike congress equipment?
- Test the projector, screen, laptops, microphones, mixer, HDMI cables, clicker and power connections at least 24 hours before the congress. Repeat a short check when the room is set up on the event day.
- How much tableware do I need for a bike congress?
- Provide one plate and one cutlery set per expected meal portion, plus coffee cups and glasses for the planned drinks. Keep at least 10% spare, and prepare separate supplies for speakers and catering staff if they eat at different times.
Start this plan in Lizzt
Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.
Organize this event for free with LizztOrganize for free and invite your contacts!