Care Congress shopping list

A Care Congress needs more than chairs and coffee. You will need a clear registration setup, presentation equipment, reliable power and the right tableware for breaks and meals. This shopping list covers the practical supplies behind the 62 planning tasks, including laptops, projectors, microphones, cables, badges and catering items. Check quantities against your confirmed participant and speaker numbers before ordering, then bring materials to the venue early enough to test every room.

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What to bring

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

Furniture

Congress tablesqty 12
Chairsqty 120
Registration tablesqty 2
Bar stoolsqty 4
Speaker chairsqty 4
Dressing tablesqty 4
Coat racksqty 4
Clothes hangersqty 120

Equipment

Laptopsqty 3
Projectorsqty 2
Projection screensqty 2
Wireless microphonesqty 4
Microphone standsqty 2
Presentation clickersqty 3
HDMI cablesqty 4
HDMI adaptersqty 4
Power stripsqty 8
Extension cordsqty 8
Mobile chargersqty 4
USB sticksqty 4
Power banksqty 4

Tableware

Coffee cupsqty 120
Tea glassesqty 120
Water glassesqty 150
Wine glassesqty 120
Dinner platesqty 130
Dessert platesqty 130
Knivesqty 130
Forksqty 130
Spoonsqty 130
Serving spoonsqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Chafing dishesqty 6
Serving traysqty 10
Cutting boardsqty 4
Bread knivesqty 4
Coolersqty 4
Ice cube traysqty 6

Decorations

Tableclothsqty 16
Name badge holdersqty 130
Congress bannersqty 3
Directional signsqty 12
Flower arrangementsqty 8
Pensqty 150
Notepadsqty 150
Program bookletsqty 150
Evaluation formsqty 150
Wristbandsqty 150
Badge lanyardsqty 150
Tapeqty 8
Scissorsqty 4
Staplersqty 3
Paper stockqty 5
Markersqty 12
Clipboardsqty 8

Lighting

Standing lampsqty 4
LED string lightsqty 4

Catering

Groceries
- Coffee beans - 4 kilograms
- Decaf coffee - 1 kilogram
- Black tea - 200 bags
- Herbal tea - 100 bags
- Green tea - 100 bags
- Cocoa powder - 1 kilogram
- Semi-skimmed milk - 12 liters
- Oat milk - 8 liters
- Soy milk - 4 liters
- Coffee cream - 4 liters
- White sugar - 3 kilograms
- Sweetener - 300 pieces
- Honey - 2 jars
- Spa Blauw - 120 bottles
- Spa Rood - 60 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Bitter lemon - 12 bottles
- Apple juice - 12 liters
- Orange juice - 12 liters
- Iced tea - 18 liters
- Lemons - 3 kilogram
- Cucumbers - 4 kilogram
- Apples - 8 kilograms
- Bananas - 6 kilograms
- Grapes - 5 kilograms
- Mandarins - 6 kilograms
- Mini croissants - 150 pieces
- Mini muffins - 150 pieces
- Whole wheat bread - 12 loaves
- White sandwich bread - 10 loaves
- Whole wheat wraps - 100 pieces
- Cream cheese - 4 kilograms
- Young cheese - 5 kilogram
- Aged cheese - 3 kilograms
- Chicken breast slices - 3 kilograms
- Hummus - 4 kilograms
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Lettuce - 3 kilograms
- Tomatoes - 5 kilograms
- Peppers - 3 kilograms
- Red onion - 1 kilogram
- Grated carrot - 2 kilograms
- Herb cheese - 2 kilograms
- Mayonnaise - 2 liter
- Mustard - 2 liters
- Balsamic vinegar - 1 liter
- Olive oil - 2 liters
- Salt - 1 kilogram
- Black pepper - 250 grams
- Italian herbs - 250 grams
- Vegetable soup - 15 liters
- Chicken soup - 10 liters
- Vegetarian quiche - 40 servings
- Pasta - 8 kilograms
- Pesto - 3 kilogram
- Tomato sauce - 6 liters
- Grilled vegetables - 8 kilograms
- Chicken pieces - 8 kilogram
- Rice - 8 kilograms
- Green salad - 8 kilograms
- Fruit salad - 8 kilogram
- Yogurt - 8 kilograms
- Granola - 3 kilograms
- Cookies - 5 kilogram
- Dark chocolate - 2 kilograms
- Snacks - 4 kilogram
- Paprika chips - 3 kilograms
- Plain chips - 3 kilograms
- Napkins - 1000 pieces
- Plastic wrap - 4 rolls
- Aluminum foil - 4 rolls
- Baking paper - 2 rolls
- Plastic storage boxes - 20 pieces
- Trash bags - 100 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Dish soap - 4 bottles
- Dishwasher tablets - 100 pieces
- All-purpose cleaner - 4 bottles
- Disinfectant spray - 4 bottles
- Hand soap - 8 bottles
- Hand sanitizer gel - 8 bottles
- Paper towels - 12 packs
Table numbersqty 12
Buffet platesqty 8
Serving tongsqty 12
Drink dispensersqty 6
Coffee filtersqty 300
Thermos mugs for speakersqty 10

Cleaning

Trash binsqty 8
Cleaning bucketsqty 4
Mopsqty 4
Broom setsqty 3
Cleaning glovesqty 12
Microfiber clothsqty 24

Tips

Plan one registration setup with registration tables, laptops, name badges and pens, and keep USB sticks nearby for last-minute presentation updates. Allow at least 30 minutes before opening for checking the participant list and arranging the desk.
For each presentation room, prepare a projector, screen, laptop, clicker, microphone and the correct HDMI adapter. Pack at least one spare HDMI cable and extension cord per room so a missing connection does not delay the programme.
Count coffee cups, tea glasses, water glasses and meal plates from the confirmed participant list, then add a small buffer rather than buying only the exact number. Include serving spoons and enough cutlery for both dinner and dessert.
Power is easy to underestimate at a congress. Bring power strips, extension cords, mobile chargers and power banks, and test outlets before participants arrive; keep presentation equipment on separate, clearly marked connections where possible.
Collect speaker presentations before the event and copy the final files to USB sticks as a backup. Keep the USB sticks, adapters and spare cables together at the registration or technical desk instead of leaving them in different boxes.

Frequently asked questions

What equipment do I need for a Care Congress?: For each presentation room, plan a projector, projection screen, laptop, wireless microphone, presentation clicker and HDMI connection. Add at least one spare HDMI cable, adapter and extension cord per room, plus USB sticks for backup files.
How many coffee cups and glasses do I need for a Care Congress?: Start with one coffee cup, tea glass and water glass per attendee for each service, then add a buffer of about 10% for breakage and replacements. Count wine glasses, dinner plates, dessert plates and cutlery from the confirmed catering numbers.
What should I bring to the registration desk?: Bring registration tables, laptops, the participant list, printed name badges and USB sticks with the latest presentations. Set up at least 30 minutes before registration opens so you can check the list and test the laptop connection.
When should I prepare the Care Congress shopping?: Confirm participant and catering quantities before placing the final order, preferably at least 3 to 5 days before the congress. Pack and label technical equipment, tableware and registration materials the day before, then bring them to the venue early enough for a full room check.

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