What you need for a culture congress
A culture congress needs more than chairs and coffee. You will need a clear registration setup, reliable presentation equipment, tableware for catering, and enough drinks and snacks for the programme schedule. Plan quantities from your registration total, then add a small buffer for speakers, volunteers and late arrivals. Several items are easy to overlook: HDMI adapters, power strips, water pitchers, name-badge supplies and a way to keep hot drinks available between sessions.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Chairsqty 120
- Foldable tablesqty 14
- Registration tablesqty 2
- Coat racksqty 4
- Lounge armchairsqty 12
- Side tablesqty 6
Tableware
- Coffee cupsqty 120
- Water glassesqty 150
- Dinner platesqty 120
- Cutlery setsqty 150
- Serving plattersqty 16
- Pitchersqty 12
- Serving traysqty 8
Equipment
- Laptopsqty 2
- Projectorsqty 2
- Projection screensqty 2
- Wireless microphonesqty 4
- Speakersqty 4
- Mixer
- Wireless presentation setqty 2
- HDMI cablesqty 4
- HDMI adaptersqty 6
- Power stripsqty 12
- Extension cordsqty 10
- Charging stationsqty 2
- Digital timersqty 3
- Label printer
Kitchen
- Coffee machinesqty 3
- Hot drink urnsqty 8
- Soup kettlesqty 3
- Food warmersqty 8
- Coolersqty 6
- Cutting boardsqty 6
- Chef’s knives and bread knivesqty 8
- Serving spoonsqty 12
Decorations
- Congress bannerqty 2
- Directional signsqty 12
- Name badgesqty 120
- Badge holdersqty 120
- Table runnersqty 14
- Flower arrangementsqty 8
- Menusqty 20
Lighting
- LED uplightsqty 8
Cleaning
- Dustpan and brushqty 3
- Mopsqty 4
- Bucketsqty 4
- Waste binsqty 12
- Microfiber clothsqty 20
- Hand soap dispensersqty 8
- Toilet brushesqty 4
Catering
- Groceries
- Coffee beans - 6 kilo
- Black tea - 12 boxes
- Herbal tea - 6 boxes
- Sugar - 4 kilos
- Sweetener - 4 boxes
- Semi-skimmed milk - 16 liters
- Oat milk - 8 liters
- Lemons - 3 kilos
- Still water - 12 bottles
- Sparkling water - 12 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Beer - 8 crates
- Alcohol-free pilsner - 3 crates
- White wine - 12 bottles
- Red wine - 12 bottles
- Bubbles - 6 bottles
- Ice cubes - 20 kilo
- Mini croissants - 150 pieces
- Mini muffins - 150 pieces
- Wholemeal rolls - 120 pieces
- White rolls - 120 pieces
- Gluten-free sandwiches - 12 pieces
- Unsalted butter - 3 kilo
- Cream cheese - 3 kilos
- Young cheese - 5 kilos
- Aged cheese - 4 kilos
- Hummus - 4 kilos
- Avocado spread - 3 kilos
- Smoked chicken breast - 3 kilos
- Smoked salmon - 2 kilos
- Cucumbers - 5 kilos
- Tomatoes - 5 kilos
- Arugula - 2 kilos
- Mixed lettuce - 5 kilos
- Carrots - 3 kilos
- Bell peppers - 3 kilos
- Red onions - 2 kilos
- Chickpeas - 4 kilos
- Lentils - 3 kilos
- Feta - 3 kilo
- Olives - 3 kg
- Sun-dried tomatoes - 2 kilo
- Pasta - 12 kilo
- Basmati rice - 10 kilos
- Potatoes - 18 kilos
- Pumpkin - 10 kilos
- Zucchini - 8 kilos
- Mushrooms - 6 kilos
- Broccoli - 8 kilos
- Spinach - 4 kilos
- Chicken breast - 12 kilo
- Tofu - 6 kilos
- Tomato sauce - 10 liters
- Coconut milk - 8 liters
- Vegetable broth - 8 liters
- Chicken broth - 6 liters
- Olive oil - 5 liters
- Sunflower oil - 3 liters
- Balsamic vinegar - 2 liters
- Mayonnaise - 3 liters
- Ketchup - 3 liters
- Mustard - 2 liters
- Pesto - 2 kilos
- Garlic - 1 kilo
- Fresh basil - 20 bunches
- Fresh parsley - 20 bunches
- Salt - 2 kilos
- Black pepper - 500 grams
- Paprika powder - 500 grams
- Italian herbs - 500 grams
- Cumin - 250 grams
- Cinnamon - 250 gram
- Apples - 12 kilos
- Bananas - 10 kilo
- Grapes - 8 kilos
- Oranges - 8 kilo
- Cookies - 8 kilos
- Dark chocolate - 4 kilos
- Whipped cream - 6 liter
- Vanilla ice cream - 10 liters
- Vegan dessert - 30 portions
- Gluten-free dessert - 12 portions
- Napkins - 500 pieces
- Paper towels - 12 rolls
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 4 rolls
- Trash bags - 100 pieces
- Dish soap - 4 bottles
- Dishwasher tablets - 100 pieces
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 6 packs
- Toilet paper - 48 rolls
- Paper towels - 12 packs
Tips
- Plan one registration table for every 75 to 100 attendees, with spare name badges, printed visitor lists and a label printer ready before doors open.
- Allow at least one water glass and one coffee cup per guest for each service round, plus 10% extra for breakage, replacements and late washing.
- Check every laptop and projector with the wireless microphones, mixer, HDMI cables and adapters at least 24 hours before the congress; bring one spare adapter for each connection type.
- Provide one power strip or charging point for roughly every 8 to 10 participants in working areas, and keep extension cords taped down before guests arrive.
- Order catering from the final registration count no later than 3 to 5 days before the event, after collecting dietary requirements; keep a small clearly labelled portion aside for speakers and volunteers.
Frequently asked questions
- How much catering do I need for a culture congress?
- Base the order on the confirmed registration total and add 5% to 10% for speakers, volunteers and late arrivals. For a full-day programme, plan a morning break, lunch and an afternoon break, with dietary portions counted separately.
- How many chairs and tables do I need for a culture congress?
- Prepare one chair per registered attendee, plus 5% spare seating if the room allows it. Use separate registration tables at the entrance and enough foldable tables for catering, materials and any working sessions shown in the floor plan.
- What AV equipment should I buy or bring to a culture congress?
- For each presentation room, check the number of laptops, projectors, projection screens and wireless microphones against the run sheet. Pack at least one HDMI cable, one compatible adapter, a power strip and an extension cord for every active presentation setup, plus spares.
- When should I order supplies for a culture congress?
- Confirm catering quantities 3 to 5 days before the event, once registrations and dietary requirements are up to date. Test presentation and audio equipment at least 24 hours beforehand, and prepare badges, visitor lists and registration materials the day before.
Plans a lot like this one
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.
Organize this event for free with LizztOrganize for free and invite your contacts!