What you need for a defense congress

A defense congress needs more than chairs and a projector. You need a clear registration setup, reliable presentation equipment, visible wayfinding and enough tableware for every meal and coffee break. Use the confirmed participant count as your ordering base, then add a small buffer for damaged items, late arrivals and last-minute speakers. Buy or collect USB sticks, badge materials and power supplies early; these are easy to overlook and difficult to replace on the event day.

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What to bring

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

Furniture

Conference chairsqty 180
Beer tablesqty 12
Catering tablesqty 8
Registration deskqty 2
Speaker table
Stage
Coat racksqty 4

Tableware

Dinner platesqty 180
Dessert platesqty 180
Coffee cupsqty 180
Water glassesqty 220
Wine glassesqty 180
Coffee spoonsqty 180
Dinner cutlery setsqty 180

Equipment

Projectorqty 2
Projection screenqty 2
Presentation laptopqty 2
Wireless microphonesqty 4
Microphone standsqty 2
Speakersqty 4
Mixer
Extension cordsqty 8
Power stripsqty 8
HDMI cablesqty 4
USB sticksqty 4
Power banksqty 4

Decorations

Congress bannersqty 3
Directional signsqty 12
Tableclothsqty 12
Name badge holdersqty 6
Flagsqty 6

Catering

Coffee machinesqty 3
Thermos flasksqty 8
Water dispensersqty 4
Coolersqty 4
Serving plattersqty 20
Serving spoonsqty 12
Serving tongsqty 8
Food warmersqty 8
Stoolsqty 4
Corkscrewsqty 3
Bottle openersqty 3
Groceries
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Black tea - 3 boxes
- Herbal tea - 2 boxes
- Sugar - 3 kilos
- Sweetener - 2 boxes
- Milk - 12 liters
- Oat milk - 6 liters
- Lemons - 3 kilos
- Spa Blue - 12 crates
- Spa Red - 6 crates
- Cola - 4 crates
- Cola Zero - 4 crates
- Orange soda - 2 crates
- Tonic water - 2 crates
- Apple juice - 12 liters
- Orange juice - 12 liters
- Beer - 8 crates
- Alcohol-free beer - 3 cases
- White wine - 18 bottles
- Red wine - 12 bottles
- Prosecco - 8 bottles
- Bitter lemon - 2 crates
- Ice cubes - 20 kilo
- Baguettes - 30 pieces
- Whole wheat bread - 12 loaves
- Mini croissants - 200 pieces
- Mini sandwiches - 250 pieces
- Unsalted butter - 3 kilo
- Young cheese - 5 kilos
- Aged cheese - 4 kilos
- Smoked chicken breast - 3 kilos
- Beef smoked meat - 2 kilo
- Hummus - 4 kilos
- Cream cheese - 3 kilos
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Cucumbers - 5 kilos
- Tomatoes - 5 kilos
- Lettuce - 12 heads
- Peppers - 4 kilos
- Arugula - 2 kilos
- Cherry tomatoes - 4 kilos
- Carrots - 4 kilos
- Red onion - 2 kilos
- Potatoes - 25 kilos
- Rice - 10 kilos
- Pasta - 8 kilo
- Chicken breast - 18 kilos
- Ground beef - 10 kilos
- Vegetarian schnitzels - 60 pieces
- Coconut milk - 12 liters
- Cooking cream - 8 liters
- Diced tomatoes - 18 cans
- Vegetable stock - 2 boxes
- Olive oil - 3 liters
- Sunflower oil - 2 liters
- Salt - 1 kilo
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Curry powder - 250 grams
- Garlic - 1 kilo
- Italian herbs - 250 grams
- Mayonnaise - 3 liters
- Ketchup - 3 liters
- Mustard - 2 liters
- Dressing - 4 liters
- Hamburger buns - 180 pieces
- Chocolate mousse - 180 portions
- Fresh fruit - 20 kilo
- Apples - 180 pieces
- Bananas - 120 pieces
- Grapes - 10 kilos
- Coffee biscuits - 8 kilos
- Paprika chips - 6 kilo
- Plain chips - 6 kilo
- Salted nuts - 4 kilos
- Olives - 4 kilos
- Party nuts - 4 kilos
- Napkins - 1200 pieces
- Paper cups - 300 pieces
- Stirrers - 500 pieces
- Cocktail picks - 500 pieces
- Aluminum foil - 3 rolls
- Cling film - 3 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Garbage Bags - 8 rolls
- Dishwasher tablets - 2 boxes
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant - 3 bottles
- Toilet paper - 48 rolls
- Toilet blocks - 12 pieces
- Paper towels - 12 packs
- Hand soap - 6 bottles

Cleaning

Waste binsqty 12
Vacuum cleanerqty 2
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 8
Hand soap dispensersqty 6
Towel dispensersqty 6
Toilet brushesqty 4
Pedal binsqty 6

Tips

Order tableware for the final attendance figure plus 5–10% extra. Cover dinner plates, dessert plates, coffee cups, water glasses, wine glasses, coffee spoons and cutlery separately rather than assuming the caterer supplies everything.
Prepare one name badge holder and printed badge for every participant, speaker and staff member, plus at least 10 spare holders. Keep blank badges at the registration desk for late changes.
Pack the presentation setup as one checked kit: projector, projection screen, presentation laptop, HDMI cables, mixer, speakers, wireless microphones, microphone stands, extension cords and power strips. Bring at least two USB sticks with the final presentations and test the full setup before doors open.
Count directional signs by decision point, not by entrance. Plan one sign wherever attendees must choose between registration, the congress room, catering, toilets or parking, and bring tape or another way to fix them in place.
Keep power banks and spare charging options at registration for speakers and staff. Check every cable and adapter against the presentation laptop at least one day before the congress; a cable that works in the office may not fit the venue equipment.

Frequently asked questions

How many spare name badges do I need for a defense congress?: Prepare one badge for each registered participant, speaker and staff member, then add 10% spare holders and blank inserts. For 200 expected attendees, that means at least 20 spare badge sets.
How many USB sticks should I bring to a defense congress?: Bring two USB sticks containing the final presentations, plus one separate backup kept by the event lead. Copy the files no later than the day before and open the main presentations on the presentation laptop.
How much tableware do I need for a congress?: Use the final attendance number as the minimum for dinner plates, dessert plates, coffee cups, water glasses, wine glasses, coffee spoons and cutlery sets. Add 5–10% extra, so 220 place settings are suitable for 200 attendees.
When should I check the AV equipment for a defense congress?: Complete a full equipment test at least one day before the event, including the projector, screen, microphones, speakers, mixer, HDMI cables and power strips. Repeat a short sound and picture check 60 minutes before registration opens.

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