What you need for a congress drinks reception

A congress drinks reception needs more than drinks and glasses. You will also need a reliable coffee station, chilled storage, serving equipment, snack plates and a registration setup for name badges. Plan quantities around your guest count, then check delivery times and available refrigeration at least one day before the reception. The items below help you avoid the common last-minute gaps: missing glassware, too little ice, no spare power connections and nowhere to place coats.

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What to bring

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

Furniture

High tablesqty 10
Low buffet tablesqty 6
Chairsqty 40
Tableclothsqty 16
Coat racksqty 2
Clothes hangersqty 100

Tableware

Wine glassesqty 120
Beer glassesqty 100
Water glassesqty 100
Coffee cupsqty 80
Coffee spoonsqty 80
Snack platesqty 120
Cutlery setsqty 100
Serving plattersqty 16
Serving tongsqty 12
Carafesqty 12

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Measuring cupsqty 2
Coolersqty 6
Ice cube traysqty 4

Equipment

Coffee machinesqty 2
Kettlesqty 2
Refrigeratorsqty 2
Bluetooth speaker
Extension cordsqty 4
Power stripsqty 4
Table microphone

Registration

Registration desk
Name badge holdersqty 100
Pensqty 20
Notepadsqty 100
Program leafletsqty 100
Directional signsqty 8

Decorations

Flower arrangementsqty 8
Menu standsqty 8

Lighting

Atmosphere lightsqty 8
LED light stringsqty 4

Cleaning

Vacuum cleaner
Mop setqty 2
Cleaning bucketsqty 2
Waste binsqty 6
Hand brush and dustpanqty 2

Catering

Groceries
- Prosecco - 12 bottles
- White wine - 12 bottles
- Red wine - 10 bottles
- Rosé - 6 bottles
- Beer - 120 bottles
- Alcohol-free beer - 36 bottles
- Cola - 12 liters
- Cola Zero - 12 liters
- Orange soda - 8 liters
- Tonic water - 6 liter
- Ginger ale - 6 liters
- Apple juice - 8 liters
- Orange juice - 8 liters
- Spa Blauw - 48 bottles
- Spa Red - 24 bottles
- Coffee beans - 2 kilograms
- Black tea - 100 tea bags
- Green tea - 50 bags
- Herbal tea - 50 bags
- Semi-skimmed milk - 15 liters
- Oat milk - 6 liters
- Coffee cream - 2 liter
- Sugar - 2 kilograms
- Sweeteners - 2 boxes
- Lemons - 3 kilogram
- Ice cubes - 25 kilogram
- Baguettes - 20 pieces
- Cream cheese - 3 kilograms
- Hummus - 3 kilograms
- Tapenade - 2 kilogram
- Olives - 4 kilograms
- Mixed nuts - 4 kilograms
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 8 bags
- Salsa sauce - 4 jars
- Mini wraps - 160 pieces
- Smoked salmon - 2 kilogram
- Grilled vegetables - 3 kilogram
- Cherry tomatoes - 3 kilograms
- Cucumbers - 3 kilograms
- Grapes - 4 kilograms
- Apples - 40 pieces
- Mini quiches - 160 pieces
- Cheese mix - 5 kilogram
- Cold cuts - 3 kilogram
- Vegan snacks - 120 pieces
- Gluten-free crackers - 6 packs
- Mayonnaise - 2 bottles
- Mustard - 2 jars
- Ketchup - 2 bottles
- Cocktail picks - 500 pieces
- Paper napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Liquid hand soap - 4 bottles
- Hand sanitizer gel - 4 bottles
- Trash bags - 60 pieces
- Dishwasher tablets - 40 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 4 packs

Tips

Allow two to three drinks per person for the first hour, then one drink per person for each additional hour. Add non-alcoholic options in the same planning calculation rather than treating them as an afterthought.
Count glassware by service type: wine glasses, beer glasses and water glasses should cover your expected peak at the same time. For a reception with 100 guests, start with at least 120 of each regularly used glass type if washing during the event is not possible.
Plan coffee separately from cold drinks. For 100 guests, prepare roughly 10 litres of coffee for an initial cup and one refill, and provide coffee cups, spoons, kettles or coffee machines, plus carafes to keep service moving.
Buy or arrange ice at least 24 hours ahead and keep a reserve cooler available. As a working estimate, allow 1 to 2 kilograms of ice per 10 guests when drinks are served chilled and refrigeration is limited.
Keep snacks easy to serve while standing: use snack plates, serving platters and tongs, with about 3 to 5 bite-sized pieces per guest for a short reception. Label diet meals before doors open and keep suitable serving equipment separate.

Frequently asked questions

How many drinks do I need for a congress drinks reception?: Plan for two to three drinks per person during the first hour, followed by one drink per person for every extra hour. Include water and non-alcoholic drinks in the total, and add a 10% buffer for unexpected demand.
How many glasses do I need for 100 guests?: If glasses cannot be washed during the reception, prepare at least 120 wine glasses, 120 beer glasses and 120 water glasses for 100 guests. Increase the quantity if guests will keep glasses between refills or if the event lasts more than two hours.
How much coffee should I buy for a congress reception?: For 100 guests, allow around 10 litres of coffee for one initial serving and one refill. Confirm the coffee machine or kettle capacity no later than one day before the event, and check that enough cups, spoons and carafes are available.
When should I arrange ice and chilled drinks?: Confirm chilled storage and arrange ice at least 24 hours before the reception. Chill drinks several hours before guests arrive, while keeping a reserve cooler or refrigerator space available for deliveries and refills.

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