Delegates' Congress shopping list

A delegates’ congress needs more than chairs and a projector. You need separate furniture for registration, speakers and catering, reliable presentation connections, and enough tableware for every meal, coffee break and drink. Use the plan’s 66-item supply list as your purchasing checklist, then confirm quantities against the delegate count and programme. Order hired equipment and printed materials early; buy fresh produce and other perishables close to the event so they arrive in good condition.

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What to bring

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

Furniture

Congress tablesqty 12
Chairsqty 90
Registration tablesqty 2
Speaker chairsqty 6
Buffet tablesqty 4
Stoolsqty 6
Tableclothsqty 16

Equipment

Projector
Projection screen
Laptopqty 2
HDMI cablesqty 3
HDMI adaptersqty 3
Extension cordsqty 6
Power stripsqty 6
Wireless microphonesqty 3
Microphone standsqty 2
Presentation clickerqty 2
Speakersqty 2
Mixer
Power banksqty 4

Tableware

Coffee cupsqty 90
Water glassesqty 100
Wine glassesqty 90
Dinner platesqty 100
Dessert platesqty 100
Soup bowlsqty 90
Forksqty 100
Knivesqty 100
Spoonsqty 100
Teaspoonsqty 100
Serving spoonsqty 12
Serving plattersqty 12

Registration

Name badge holdersqty 90
Lanyardsqty 90
Registration formsqty 100
Pensqty 100
Program leafletsqty 100
Notepadsqty 100
Ballotsqty 100
Ballot boxesqty 2
Name stickersqty 100

Decorations

Congress bannersqty 2
Directional arrowsqty 12
Table numbersqty 12
Flower arrangementsqty 6
Speaker signsqty 6
Tapeqty 6
Scissorsqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 4
Ice containersqty 3
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving tongsqty 8
Aluminum foilqty 3
Cling filmqty 3

Cleaning

Waste binsqty 6
Hand broomsqty 2
Dustpan and brushqty 2
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6
Microfiber clothsqty 12

Catering

Groceries
- Coffee beans - 4 kilograms
- Coffee pods - 2 packs
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Decaf coffee - 1 pack
- Sugar sticks - 250 pieces
- Sweeteners - 200 pieces
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lemon slices - 3 kilogram
- Still water - 10 crates
- Sparkling water - 10 crates
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Tonic - 3 bottles
- Apple juice - 4 packs
- Orange juice - 6 cartons
- Ginger beer - 3 bottles
- Alcohol-free beer - 4 crates
- Pilsener - 6 crates
- White wine - 18 bottles
- Red wine - 12 bottles
- Alcohol-free wine - 6 bottles
- Beer glasses - 100 pieces
- Cocktail sticks - 2 boxes
- Baguettes - 25 pieces
- Whole wheat bread - 12 loaves
- Multigrain Bread - 10 loaves
- Mini pistolets - 120 pieces
- Wraps - 100 pieces
- Unsalted butter - 2 kilograms
- Cream cheese - 3 kilograms
- Young cheese - 5 kilogram
- Brie - 2 kilograms
- Goat cheese - 1 kilogram
- Cooked ham - 3 kilograms
- Turkey breast - 3 kilograms
- Smoked chicken breast - 2 kilograms
- Hummus - 3 kilograms
- Egg salad - 2 kilograms
- Tuna salad - 2 kilograms
- Pesto - 1 kilogram
- Cucumbers - 20 pieces
- Tomatoes - 5 kilograms
- Arugula - 1 kilogram
- Mixed lettuce - 4 kilograms
- Peppers - 3 kilograms
- Red onions - 2 kilograms
- Carrots - 3 kilogram
- Corn - 12 cans
- Cherry tomatoes - 3 kilograms
- Olives - 2 kilograms
- Feta - 2 kilograms
- Baby potatoes - 12 kilograms
- Rice - 8 kilograms
- Pasta - 6 kilograms
- Chicken breast - 8 kilogram
- Vegetarian burgers - 40 pieces
- Falafel - 4 kilograms
- Vegetable mix - 8 kilograms
- Tomato sauce - 8 liters
- Cream sauce - 5 liters
- Mayonnaise - 3 liters
- Ketchup - 3 liters
- Mustard - 2 liters
- Yogurt dressing - 3 liters
- Olive oil - 2 liters
- Balsamic vinegar - 1 liter
- Salt - 1 kilogram
- Black pepper - 500 grams
- Paprika powder - 250 gram
- Italian herbs - 250 grams
- Garlic - 1 kilogram
- Chives - 300 gram
- Apples - 8 kilograms
- Bananas - 6 kilograms
- Grapes - 5 kilograms
- Mandarins - 5 kilograms
- Mini muffins - 150 pieces
- Cookies - 8 packs
- Brownies - 100 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Salted nuts - 3 kilogram
- Rice cakes - 6 packs
- Gluten-free crackers - 4 packs
- Vegan cookies - 4 packs
- Paper napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Toilet cleaner - 3 bottles
- Hand soap - 6 dispensers
- Hand sanitizer - 6 bottles
- Sponges - 12 pieces

Tips

Count tableware by service, not just by delegate: allow one dinner plate, dessert plate, fork, knife and spoon per person per meal, plus extra pieces for breakage and late replacements.
For presentations, check every laptop connection at least 48 hours before opening. Keep HDMI adapters, extension cords and power strips together, and charge power banks the night before.
Set aside separate coffee cups, water glasses and wine glasses for each service. A single glass per delegate is not enough when drinks are served throughout the day.
Prepare registration supplies before the venue opens: place the registration tables, sort name badges alphabetically, and keep spare badges and pens at the desk rather than in a storage box.
Confirm the final delegate and dietary-requirement count with the caterer no later than 3–5 days before the congress. Buy fresh produce as late as practical, preferably within 24 hours of serving.

Frequently asked questions

What equipment do I need for a delegates’ congress?: Plan for a projector, projection screen, laptop, HDMI cables and adapters, extension cords, power strips and a presentation clicker. For spoken sessions, allow at least one wireless microphone per active speaker or a reliable handover arrangement, plus speakers and a mixer where the room requires amplification.
How many chairs and tables do I need for a congress?: Start with one chair per registered delegate, then add seating for speakers and a small reserve if the venue allows it. Count congress tables from the seating plan, and add separate registration and buffet tables; final quantities should be confirmed at least 7 days before setup.
How much tableware is needed per delegate?: For a meal, allow one dinner plate, one dessert plate, one fork, one knife and one spoon per delegate, plus 10% spare. Add coffee cups, teaspoons, water glasses and wine glasses according to the number of planned services, not just the headcount.
When should I buy supplies for a delegates’ congress?: Order furniture, AV equipment and printed programmes or badges at least 2–3 weeks ahead. Confirm catering and dietary quantities 3–5 days before the event, and collect fresh produce within 24 hours of serving whenever possible.

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