What you need for a Care Congress

A Care Congress needs more than chairs and coffee. You will need a clear registration point, presentation equipment that works with different laptops, tableware for meals and breaks, and enough drinks for the full programme. Use this list to check what must be bought, hired or brought in before the day. Order catering and confirm equipment early, then keep a separate final check for chilled drinks, snacks, badges and printed materials.

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What to bring

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

Furniture

Rectangular tablesqty 12
Chairsqty 120
Buffet tablesqty 4
Registration desk
Lectern
Lounge armchairsqty 8
Coat racksqty 4

Equipment

Projectorqty 2
Projection screenqty 2
Laptopqty 2
Wireless microphonesqty 4
Microphone standsqty 2
Speakersqty 2
Mixer
Presentation clickerqty 2
Extension cordsqty 8
Power stripsqty 8
HDMI cablesqty 4
USB-C adaptersqty 4
Wi-Fi hotspot

Tableware

Dinner platesqty 130
Dessert platesqty 130
Coffee cupsqty 130
Water glassesqty 150
Wine glassesqty 130
Coffee spoonsqty 130
Dinner forksqty 130
Dinner knivesqty 130
Serving spoonsqty 20

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 6
Serving plattersqty 20
Serving tongsqty 12
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Buffet warmersqty 6
Aluminum serving traysqty 12

Decorations

Tableclothsqty 16
Name badgesqty 130
Name badge holdersqty 130
Program leafletsqty 130
Directional signsqty 12
Information bannersqty 4
Flower arrangementsqty 8
Notepadsqty 130
Ballpoint pensqty 150

Cleaning

Waste binsqty 10
Cleaning bucketsqty 3
Mopsqty 4
Dustpan and brushqty 3
Cleaning clothsqty 20
Dish brushesqty 4

Catering

Groceries
- Coffee beans - 4 kg
- Decaf coffee - 1 kg
- Black tea - 4 boxes
- Green tea - 2 boxes
- Herbal tea - 2 boxes
- Chocolate milk - 8 liters
- Whole milk - 12 liters
- Oat milk - 8 liters
- Semi-skimmed coffee milk - 6 liters
- Sugar - 3 kg
- Sweeteners - 4 boxes
- Honey - 2 jars
- Still mineral water - 12 boxes
- Sparkling mineral water - 8 boxes
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Ice tea - 4 bottles
- Apple juice - 4 liter
- Orange juice - 8 liters
- Bitter lemon - 3 bottles
- Non-alcoholic beer - 6 six-packs
- Light beer - 10 six-packs
- White wine - 12 bottles
- Red wine - 8 bottles
- Prosecco - 8 bottles
- Baguettes - 25 pieces
- Whole wheat bread - 12 loaves
- Mini rolls - 180 pieces
- Mini croissants - 150 pieces
- Butter - 3 kg
- Cream cheese - 2 kg
- Young cheese - 4 kg
- Aged cheese - 3 kg
- Chicken breast topping - 3 kg
- Back ham - 3 kg
- Hummus - 3 kg
- Avocado spread - 2 kg
- Cucumbers - 12 pieces
- Tomatoes - 4 kg
- Lettuce - 8 heads
- Bell peppers - 3 kg
- Arugula - 1 kg
- Cherry tomatoes - 3 kg
- Carrots - 3 kg
- Apples - 12 kg
- Bananas - 8 kg
- Grapes - 6 kg
- Mandarins - 8 kg
- Lemons - 3 kg
- Mixed nuts - 3 kg
- Raisins - 1 kg
- Muesli bars - 150 pieces
- Oatmeal cookies - 150 pieces
- Butter cookies - 4 kg
- Mini muffins - 150 pieces
- Paprika chips - 3 kg
- Plain chips - 3 kg
- Salted sticks - 2 kg
- Olives - 3 kg
- Mixed savory snack mix - 3 kg
- Cherry tomato mozzarella picks - 150 pieces
- Vegetable quiche - 12 pieces
- Mini vegetable wraps - 150 pieces
- Mini chicken wraps - 150 pieces
- Falafel balls - 150 pieces
- Basmati rice - 8 kg
- Penne - 8 kg
- Pasta with tomato sauce - 12 liters
- Diced tomatoes - 12 cans
- Vegetable stock - 2 boxes
- Chicken breast - 15 kg
- Vegetarian meatballs - 8 kg
- Vegetable curry - 12 liter
- Green beans - 10 kg
- Broccoli - 10 kg
- Root vegetables - 8 kg
- Mixed green salad - 8 kg
- Cucumber salad - 5 kg
- Feta - 3 kg
- Dressing - 4 liters
- Garlic sauce - 3 liters
- Mayonnaise - 3 liters
- Ketchup - 3 liters
- Mustard - 2 liters
- Salt - 1 kg
- Black pepper - 250 g
- Paprika powder - 250 g
- Italian herbs - 250 g
- Olive oil - 3 liters
- Sunflower oil - 2 liters
- Parmesan cheese - 2 kg
- Vegan cheese - 2 kg
- Gluten-free rolls - 20 pieces
- Gluten-free pasta - 2 kg
- Vegan sandwiches - 30 pieces
- Vegan desserts - 30 pieces
- Fruit desserts - 130 pieces
- Chocolate mousse - 100 pieces
- Coffee creamer cups - 300 pieces
- Disposable teaspoons - 200 pieces
- Paper napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 5 liters
- All-purpose cleaner - 5 liters
- Hand soap - 8 bottles
- Hand sanitizer - 10 bottles

Tips

Plan one registration desk with the badge list, spare badges, pens and the printed programme ready before the first attendee arrives. Keep at least 10 blank badges available for last-minute registrations or spelling corrections.
For a full-day congress, allow roughly 2–3 drinks per person during the first hour, then about 1 drink per person per hour. Add water, coffee and tea separately, and chill drinks the day before rather than on the morning itself.
Count tableware against the confirmed attendance list, then add around 10% spare plates, cups, glasses and cutlery. This covers breakage, seconds and guests whose dietary arrangements require an extra plate.
Test the projector, screen, laptop, clicker, microphones, mixer and speakers together at the venue. Bring the correct HDMI and USB-C adapters, plus extension cords and power strips; these are often the items discovered too late.
Ask for dietary requirements before placing the catering order and give the final numbers to the caterer by the agreed deadline. Label special meals clearly and reserve a separate serving area so they are not mixed into the buffet.

Frequently asked questions

How much tableware do I need for a Care Congress?: Start with one dinner plate, one dessert plate, one fork, one knife, one water glass and one coffee cup per attendee. Add about 10% spare pieces, so 110 place settings for 100 people, plus serving spoons and extra coffee spoons.
How many drinks should I buy for a Care Congress?: For the first hour, allow 2–3 drinks per person, then about 1 drink per person per hour. For 100 attendees over a four-hour programme, that means roughly 500–600 drinks before adjusting for the amount of coffee, tea and water served.
When should I order catering for a Care Congress?: Place the catering order as soon as the date, venue and programme are confirmed, preferably at least 1–2 weeks before the event. Send the final attendance and dietary-requirement count by the caterer's stated deadline, usually 3–5 working days beforehand.
What AV equipment do I need for a Care Congress?: Prepare a projector, projection screen, laptop, presentation clicker, wireless microphones, microphone stands, speakers and mixer. Bring at least one HDMI cable, a USB-C adapter, extension cords and power strips, and test everything at the venue no later than the day before.

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