Citizens' Congress shopping list

Use this shopping list to prepare the practical side of a Citizens' Congress, from coffee service and buffet tableware to registration and presentation equipment. Match quantities to your confirmed participant count, then add a small buffer for breakage, spills and late arrivals. Check dietary requirements before ordering food, and confirm which equipment the venue already provides. The separate task list covers setup and coordination; this page helps you buy or bring what the day needs.

Organize this event for free with Lizzt

What to bring

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

Furniture

Conference chairsqty 120
Foldable tablesqty 18
Stage tableqty 2
Stoolsqty 6
Registration deskqty 2
Buffet tablesqty 6
Coat racksqty 4
Coolersqty 4

Tableware

Coffee cupsqty 120
Glassesqty 150
Dinner platesqty 120
Dessert platesqty 120
Knivesqty 120
Forksqty 120
Spoonsqty 120
Serving spoonsqty 12
Serving traysqty 8

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Food warmersqty 6
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Small bowlsqty 20
Pliersqty 12

Equipment

Projector
Projection screen
Laptop
Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Mixer
Extension cordsqty 6
Power stripsqty 8
HDMI cablesqty 3
Presentation clickerqty 2
Flip chartsqty 6
Flipchart markersqty 24
Audio recordersqty 2
Walkie-talkiesqty 6
Power banksqty 4
USB sticksqty 4

Decorations

Tableclothsqty 18
Stage backdrop
Congress bannerqty 2
Name badge holdersqty 120
Pen holdersqty 18
Plant decorationqty 8

Lighting

Standing lampsqty 4
LED string lightsqty 4

Cleaning

Vacuum cleaner
Mop setqty 2
Waste binsqty 10
Hand soap dispensersqty 4

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Tea assortment - 4 boxes
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Still mineral water - 12 bottles
- Sparkling mineral water - 12 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Ice cubes - 8 bags
- Whole wheat bread - 12 loaves
- White bread - 8 loaves
- Mini ciabattas - 120 pieces
- Mini bread rolls - 120 pieces
- Butter - 1 kilo
- Hummus - 2 kilos
- Cream cheese - 1,5 kilo
- Young cheese - 3 kilos
- Aged cheese - 2 kilo
- Chicken breast slices - 2 kilos
- Roast beef slices - 1 kilo
- Egg salad - 1.5 kilos
- Cucumbers - 10 pieces
- Tomatoes - 3 kilos
- Bell peppers - 2 kilos
- Lettuce - 8 heads
- Carrots - 2 kilo
- Grapes - 4 kilos
- Apples - 80 pieces
- Bananas - 60 pieces
- Mandarins - 60 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Mixed snacks - 5 bags
- Mini pretzels - 4 bags
- Whole grain crackers - 6 packs
- Rice - 8 kilo
- Pasta - 8 kilo
- Chickpeas - 20 cans
- Kidney beans - 20 cans
- Corn - 16 cans
- Diced tomatoes - 24 cans
- Vegetable stock - 3 boxes
- Onions - 4 kilos
- Garlic - 6 bulbs
- Zucchini - 3 kilo
- Carrots for dinner - 3 kilo
- Peppers for dinner - 3 kilos
- Olive oil - 3 liters
- Sunflower oil - 2 liters
- Salt - 1 kilo
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Cumin - 200 grams
- Oregano - 100 grams
- Chili powder - 100 gram
- Curry powder - 200 grams
- Parsley - 6 bunches
- Coriander - 6 bunches
- Salsa - 3 kilo
- Guacamole - 2 kilo
- Mayonnaise - 2 liter
- Ketchup - 2 liters
- Mustard - 1 liter
- Yogurt dressing - 2 liters
- Vegan burgers - 80 pieces
- Beef burgers - 80 pieces
- Burger buns - 180 pieces
- Cheddar Slices - 100 pieces
- Pickles - 4 jars
- Red onions - 3 kilos
- Fries - 25 kilos
- Apple pie slices - 120 pieces
- Vegan pastries - 30 pieces
- Napkins - 500 pieces
- Paper cups - 300 pieces
- Stirrers - 300 pieces
- Coffee filters - 2 boxes
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Trash bags - 50 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Disinfectant wipes - 4 packs
- Hand soap - 4 bottles

Tips

Count tableware for your final registration list, then add about 10% extra cups, glasses, plates and cutlery. A congress with 80 attendees therefore needs roughly 88 of each frequently used item.
Plan coffee and tea service for every break, not just the opening session. Prepare at least one coffee machine or kettle for each 40–50 people so queues stay manageable.
Keep registration supplies separate from catering deliveries. Set aside the name badges, participant lists and registration desk materials at least one day before the hall opens.
Check the presentation setup with every speaker at least 48 hours beforehand. Confirm the laptop, projector, screen, microphones, stands and speakers, and keep a backup connection or adapter available.
Order or collect catering only after dietary requirements have been checked. Label special meals clearly and reserve a separate serving area so they are not taken by mistake.

Frequently asked questions

How much tableware do I need for a Citizens' Congress?: Start with one place setting per registered participant and add 10% extra. For 100 attendees, prepare about 110 coffee cups, glasses, dinner plates, dessert plates, knives, forks and spoons, adjusting for the actual menu.
How many coffee machines or kettles are needed for a congress?: Use roughly one coffee machine or kettle per 40–50 people during a break. For 100 participants, plan on two to three units and enough thermos flasks to keep service available while the next session starts.
When should I confirm the Citizens' Congress equipment?: Confirm the projector, screen, laptop, microphones, stands and speakers at least 48 hours before the event. Test the full setup when the hall opens, rather than waiting for the first presentation.
How much extra food should I order for a Citizens' Congress?: Order for the confirmed participant count plus around 5–10% extra, depending on how late registrations are handled. Finalise dietary requirements and meal numbers no later than 3–5 days before the congress.

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.