What you need for a cycling congress

A cycling congress needs more than chairs and a screen. You will need a clear registration setup, reliable presentation equipment, enough power connections and catering supplies for breaks and meals. Plan quantities from the confirmed participant list, then add a small buffer for late registrations and replacements. Check deliveries and test the microphones, laptop, screen and presentation connections before attendees arrive.

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What to bring

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

Furniture

Rectangular tablesqty 12
Chairsqty 120
Registration deskqty 2
Speaker table
Stage
High tablesqty 12
Tableclothsqty 14

Equipment

Monitor screen
Laptopqty 2
HDMI cablesqty 3
Presentation clickerqty 2
Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
Charging stationsqty 2
Walkie-talkiesqty 6
Power banksqty 4

Tableware

Coffee cupsqty 120
Water glassesqty 160
Wine glassesqty 140
Platesqty 140
Forksqty 140
Knivesqty 140
Spoonsqty 140
Serving spoonsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Ice cube traysqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Small bowlsqty 16
Serving plattersqty 12
Serving traysqty 12
Kitchen glovesqty 4

Decorations

Cycling postersqty 12
Bannersqty 4
Table décorqty 12
Name badge holdersqty 120
Wire racksqty 2

Lighting

LED light stringsqty 6
LED spotlightsqty 4

Sports equipment

Bicycle racksqty 10
Bike pumpsqty 2
Tire leversqty 4
Basic tool kitsqty 2
Display bicyclesqty 2

Cleaning

Waste binsqty 8
Litter pickersqty 2
Bucketsqty 4
Mopsqty 4
Broom setsqty 2
Dustpan and brushqty 3
Microfiber clothsqty 20

Catering

Groceries
- Coffee - 6 packs
- Tea assortment - 240 bags
- Sugar - 2 kilograms
- Sweeteners - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lemons - 12 pieces
- Spa Blauw - 120 bottles
- Spa Rood - 60 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Orange soda - 12 bottles
- Tonic - 12 bottles
- Apple juice - 12 liters
- Orange juice - 12 liters
- Alcohol-free beer - 48 bottles
- Pilsener - 120 bottles
- White wine - 18 bottles
- Red wine - 10 bottles
- Rosé - 8 bottles
- Bubbles - 6 bottles
- Baguettes - 25 pieces
- Whole wheat bread - 12 loaves
- Mini croissants - 120 pieces
- Mini chocolate rolls - 80 pieces
- Unsalted butter - 2 kilograms
- Young cheese - 4 kilograms
- Aged cheese - 3 kilograms
- Chicken breast slices - 3 kilograms
- Hummus - 2 kilograms
- Cream cheese - 2 kilograms
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Cucumbers - 12 pieces
- Tomatoes - 4 kilogram
- Lettuce - 8 heads
- Bell peppers - 20 pieces
- Red onions - 2 kilograms
- Cherry tomatoes - 3 kilograms
- Carrots - 3 kilogram
- Olives - 2 kilograms
- Pickles - 2 jars
- Herb cream cheese - 2 kilogram
- Chicken wraps - 60 pieces
- Vegetable wraps - 60 pieces
- Pasta salad - 12 kilograms
- Potato salad - 10 kilogram
- Mixed green salad - 8 kilograms
- Focaccia - 20 pieces
- Pesto - 4 jars
- Balsamic vinegar - 3 bottles
- Olive oil - 3 bottles
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 3 jars
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Basil - 6 bunches
- Parsley - 6 bunches
- Apples - 100 pieces
- Bananas - 80 pieces
- Grapes - 8 kilograms
- Mandarins - 80 pieces
- Walnuts - 2 kilograms
- Almonds - 2 kilograms
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Salted breadsticks - 6 bags
- Savory nuts - 6 bags
- Mini cheese sticks - 120 pieces
- Mini vegetable spring rolls - 120 pieces
- Bitterballen - 160 pieces
- Garlic sauce - 3 bottles
- Sweet chili sauce - 3 bottles
- Napkins - 600 pieces
- Paper towels - 12 rolls
- Paper towels - 8 rolls
- Toilet paper - 48 rolls
- Trash bags - 60 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Sponges - 12 pieces
- Rubber gloves - 6 pairs
- Aluminum foil - 3 rolls
- Cling film - 3 rolls
- Serving trays - 8 pieces

Tips

Count one chair and one place setting per registered participant, then add 5% extra for last-minute changes or damaged items. Confirm whether the caterer supplies plates, cutlery, glasses and serving spoons before buying them.
For a full congress day, plan at least 2 coffee or tea servings and 2 water glasses per person, plus extra cups for speakers and staff. Chill drinks before the venue opens rather than waiting until registration begins.
Prepare one registration desk with the participant list, printed name badges and spare blank badges. Bring at least 10% more badge holders or blank labels than the number of registered participants.
Bring the laptop, HDMI cables, presentation clicker and a backup adapter at least one day before the event. Test every presentation on the actual monitor screen and keep a spare power bank available for urgent phone or device charging.
Count power strips and extension cords by room layout, not just by device: the screen, laptop, mixer, microphones and charging stations may need separate connections. Label cables before setup and keep a small cable reserve at the registration desk.

Frequently asked questions

What should I buy for a cycling congress?: Plan registration materials, name badges, participant folders, drinks, coffee supplies, tableware and AV accessories. For equipment, check that you have a laptop, HDMI cables, a presentation clicker, microphones, speakers, a mixer, extension cords and power strips.
How many chairs and place settings do I need for a congress?: Start with one chair and one place setting per registered attendee. Add about 5% extra chairs, cups, glasses, plates and cutlery, and check the final catering count at least 3 days before the congress.
How much coffee and water should I provide per person?: For a full-day congress, allow at least 2 coffee or tea servings and 2 glasses of water per person. Add 10% extra cups and water glasses if the venue has long breaks or multiple refreshment points.
When should I check the congress equipment?: Receive or collect the key equipment at least 1 day before the event when possible. Test the monitor screen, laptop, HDMI connection, microphones, speakers and clicker again 2–3 hours before registration opens.

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