What to Buy for a Children’s Congress

A children’s congress needs more than workshop materials and chairs. You also need a reliable check-in setup, clearly marked rooms, name badges, drinks, catering supplies and equipment that works for presenters and facilitators. Plan quantities from the registration list, then add a small buffer for damaged materials, late arrivals and extra servings. Use this shopping list alongside the event plan so purchases, borrowed items and venue equipment are checked at least one day before opening.

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What to bring

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

Furniture

Registration tablesqty 2
Work tablesqty 18
Chairsqty 125
Foldable tablesqty 6
Tableclothsqty 20
Coat racksqty 4
Bollardsqty 8

Tableware

Reusable drinking cupsqty 150
Coffee cupsqty 100
Dinner platesqty 130
Deep platesqty 130
Cutlery setsqty 140
Serving spoonsqty 12
Serving plattersqty 20
Serving traysqty 8

Equipment

Laptopsqty 3
Projector
Projection screen
Wireless microphonesqty 2
Speakersqty 2
Microphone standsqty 2
Extension cordsqty 8
Power stripsqty 8
HDMI cablesqty 4
Charging cablesqty 8
Power banksqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 6
Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Mixing bowlsqty 6
Measuring cupsqty 4
Serving tongsqty 10
Bread basketsqty 8
Food containersqty 20
Induction hobsqty 2
Pansqty 4
Cutting board matsqty 6

Decorations

Balloonsqty 150
Balloon pumpqty 3
Buntingqty 12
Colorful table decorqty 20
Directional signsqty 20
Welcome sign
Sticky tackqty 6
Painter's tapeqty 8

Catering

Name badge holdersqty 130
Welcome bagsqty 125
Lunch bagsqty 125
Groceries
- Coffee beans - 3 kilo
- Tea bags - 250 pieces
- Caffeine-free tea - 40 bags
- Sugar - 2 kilos
- Sweeteners - 200 pieces
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Chocolate milk - 12 liters
- Apple juice - 12 liters
- Orange juice - 12 liters
- Cola - 12 bottles
- Cola Zero - 10 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 120 bottles
- Spa Rood - 48 bottles
- Sparkling water - 12 bottles
- Cucumbers - 12 pieces
- Cherry tomatoes - 5 kilo
- Carrots - 5 kilos
- Bell peppers - 30 pieces
- Lettuce - 12 heads
- Apples - 150 pieces
- Bananas - 150 pieces
- Grapes - 8 kilos
- Mandarins - 10 kilos
- Whole wheat bread - 25 loaves
- White rolls - 150 pieces
- Whole wheat wraps - 100 pieces
- Mini pistolets - 100 pieces
- Young cheese - 5 kilos
- Cream cheese - 3 kilos
- Hummus - 4 kilos
- Chicken breast topping - 3 kilos
- Halal chicken breast slices - 2 kilo
- Peanut butter - 3 jars
- Strawberry jam - 3 jars
- Unsalted butter - 2 kilos
- Mayonnaise - 2 liter
- Ketchup - 2 liters
- Mustard - 1 liter
- Olive oil - 2 liters
- Balsamic vinegar - 1 liter
- Salt - 500 grams
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Italian herbs - 250 grams
- Pasta - 12 kilo
- Tomato sauce - 12 liters
- Passata - 8 liters
- Kidney beans - 6 kilos
- Corn - 6 kilos
- Grated cheese - 5 kilo
- Vegetarian meatballs - 8 kilos
- Chicken pieces - 8 kilos
- Cucumber salad - 4 kilos
- Mixed salad - 8 kilos
- Croutons - 2 kilo
- Yogurt dressing - 4 liters
- Vegan dressing - 3 liters
- Yogurt - 12 kilo
- Muesli - 5 kilos
- Honey - 2 jars
- Paprika chips - 20 bags
- Plain chips - 20 bags
- Popcorn - 12 bags
- Muesli bars - 150 pieces
- Raisins - 150 boxes
- Cookies - 12 packs
- Marshmallows - 4 bags
- Napkins - 600 pieces
- Paper straws - 200 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Trash bags - 100 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Dish soap - 3 bottles
- Dishwasher tablets - 80 pieces
- Hand soap - 8 bottles
- Hand sanitizer - 8 bottles
- Cleaning wipes - 10 packs
- All-purpose cleaner - 4 bottles
- Toilet paper packs - 4 packs
- Ice cubes - 20 kilo

Cleaning

Bucketsqty 6
Cleaning mopsqty 4
Broom setsqty 4
Dustpan and brushqty 4
Microfiber clothsqty 30
Rubber glovesqty 12
Waste binsqty 12
Waste sorting binsqty 6

Paper goods

Participant listsqty 10
Program flyersqty 140
Workshop worksheetsqty 150
Name badgesqty 140
Notebooksqty 130
Pen setsqty 140
Colored pencilsqty 20
Markersqty 20
A4 paperqty 1000
Flipchart padsqty 8
Sticky notesqty 40
Tapeqty 10
Scissorsqty 20
Glue sticksqty 30
Pensqty 30
Whiteboard markersqty 30
Clipboardsqty 20

Safety

First aid kitsqty 2
Iconsqty 30
Flashlightsqty 6
High-visibility vestsqty 12
Wristbandsqty 150

Tips

Plan one reusable drinking cup per child, speaker and facilitator, plus 10% extra. Keep separate coffee cups available for adults rather than relying on children’s cups.
Prepare one name badge and one welcome bag per registered child, then make 5–10 spare sets for last-minute registrations, replacements and incorrect names.
For workshops, pack materials by room and group instead of combining everything in one box. Add at least 10% extra consumables so one missing item does not stop an activity.
Check presentation equipment before event day: test every laptop, projector, screen, microphone, speaker, HDMI cable and power strip together. Bring charging cables, extension cords and power banks as backups.
Buy or confirm drinks and catering only after registration closes and dietary requirements are checked. Chill drinks several hours before opening, and keep coolers available for transport and storage.

Frequently asked questions

What do I need to buy for a children’s congress?: Plan for drinks, reusable cups, catering tableware, workshop materials, name badges, welcome bags, signs and registration supplies. You may also need equipment such as laptops, a projector, microphones, cables, power strips and power banks if the venue does not provide them.
How many cups and plates do I need for a children’s congress?: Start with one drinking cup per attendee and adult helper, plus 10% extra. Match dinner plates, deep plates and cutlery sets to the confirmed catering count, and add a small reserve for spills, replacements and late arrivals.
When should I order catering for a children’s congress?: Confirm catering quantities after registrations and dietary requirements are closed, ideally 5–7 days before the event. Recheck the final headcount and special meals 1–2 days before delivery.
How early should I prepare the materials and welcome bags?: Sort workshop materials and fill welcome bags at least one day before the congress. Print the registration list, program and route signs at the same time, then bring everything to the venue before opening.

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