What to Buy for a Dental Congress

A dental congress needs more than chairs and a projector. You also need a reliable registration setup, printed materials, presentation backups, drinks, coffee service and enough tableware for the catering schedule. Use the attendee count and number of breaks to calculate quantities, then add a small reserve for late registrations and damaged items. Check technical connections and chargers before the event, because replacing a missing cable on the morning of the congress is difficult.

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What to bring

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

Furniture

Conference chairsqty 120
Tablesqty 18
Registration tablesqty 2
Speaker table
Stage sectionsqty 4
Buffet tablesqty 4
Coat racksqty 4

Equipment

Laptopsqty 2
Projector
Projection screen
Wireless microphonesqty 3
Microphone standsqty 2
Audio mixer
Speakersqty 2
Presentation clickerqty 2
Extension cordsqty 8
Power stripsqty 8
HDMI cablesqty 4
Laptop chargersqty 4
Power banksqty 4
Coolersqty 4
Kettlesqty 3

Tableware

Coffee cupsqty 120
Glassesqty 160
Wine glassesqty 120
Dinner platesqty 130
Dessert platesqty 130
Cutlery setsqty 130
Serving spoonsqty 12
Serving plattersqty 16
Coffee potsqty 6
Thermos flasksqty 6
Water jugsqty 12

Catering

Coffee machinesqty 3
Tea boxesqty 4
Serving plattersqty 16
Serving traysqty 8
Chafing dishesqty 6
Table runnersqty 18
Corkscrewsqty 4
Bottle openersqty 4
Groceries
- Coffee beans - 6 packs
- Decaffeinated coffee - 2 packs
- Black tea - 4 boxes
- Herbal tea - 3 boxes
- Green tea - 2 boxes
- Hot chocolate - 3 liters
- Semi-skimmed milk - 12 liters
- Oat milk - 8 liters
- Soy milk - 4 liters
- Sugar - 3 kilos
- Sweeteners - 4 boxes
- Honey - 2 jars
- Lemon slices - 3 kilos
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Tonic - 4 bottles
- Ginger beer - 4 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Alcohol-free beer - 48 bottles
- Pilsner - 96 bottles
- White wine - 18 bottles
- Red wine - 12 bottles
- Prosecco - 8 bottles
- Nut mix - 5 kilos
- Paprika chips - 10 bags
- Plain chips - 10 bags
- Snacks - 8 bags
- Olives - 4 jars
- Hummus - 3 kilos
- Cucumber - 4 kilos
- Cherry tomatoes - 4 kilos
- Carrot - 3 kilo
- Bell peppers - 3 kilos
- Grapes - 5 kilos
- Apples - 120 pieces
- Bananas - 80 pieces
- Mini croissants - 180 pcs
- Mini muffins - 180 pieces
- Whole wheat bread - 12 loaves
- White sandwich loaves - 8 loaves
- Multigrain bread - 8 loaves
- Whole grain wraps - 80 pieces
- Unsalted butter - 2 kilos
- Cream cheese - 3 kilos
- Young cheese - 5 kilos
- Aged cheese - 4 kilos
- Sliced chicken breast - 4 kilos
- Smoked salmon - 2 kilos
- Hummus for bread - 2 kilos
- Eggs - 120 pieces
- Lettuce - 8 heads
- Tomatoes - 6 kilos
- Cucumber - 5 kilo
- Red onion - 2 kilos
- Herb cream cheese - 2 kilos
- Mayonnaise - 2 liter
- Mustard - 1 liter
- Pesto - 1 liter
- Balsamic vinegar - 1 liter
- Olive oil - 2 liters
- Pepper - 250 gram
- Salt - 500 grams
- Italian herbs - 2 jars
- Mixed salad - 8 kilos
- Pasta salad - 12 kilos
- Couscous salad - 8 kilos
- Potato salad - 8 kilos
- Grilled vegetables - 8 kilos
- Chicken skewers - 160 pieces
- Vegetarian vegetable skewers - 80 pieces
- Mini quiches - 160 pieces
- Sandwiches - 180 pieces
- Herb butter - 3 kilos
- Fruit salad - 12 kilos
- Mini desserts - 180 pcs
- Lemon cake - 8 pieces
- Vegan pastries - 30 pieces
- Gluten-free pastries - 20 pieces
- Vegan sandwiches - 25 pieces
- Gluten-free rolls - 20 pieces
- Vegan pasta salad - 3 kilos
- Gluten-free crackers - 6 packs
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Hand sanitizer - 6 bottles
- Trash bags - 50 pieces
- Paper towels - 12 rolls
- Napkins - 500 pieces
- Cocktail sticks - 300 pieces
- Storage containers - 30 pieces

Decorations

Welcome bannersqty 2
Directional signsqty 10
Name badge holdersqty 12
Table signsqty 20
Flower arrangementsqty 8
Pensqty 130
Notepadsqty 130
Congress foldersqty 120
Name badgesqty 130
Lanyardsqty 130
Badge holdersqty 130
Table numbersqty 20

Cleaning

Waste binsqty 10
Trash bag holdersqty 10
Cleaning clothsqty 20
Dish brushesqty 4
Washing-up bowlsqty 4
Hand soap dispensersqty 6
Paper towelsqty 12
Toilet paperqty 48

Kitchen

Cutting boardsqty 6
Chef's knifeqty 4
Serving tongsqty 8
Cooling platesqty 8
Aluminum foilqty 4
Cling filmqty 4
Paper towel rollsqty 12
Food containersqty 20

Tips

Prepare one name badge and one conference folder per registered attendee, then print 5–10% extra for late registrations, spelling changes and replacements.
For a full-day congress, plan at least 2–3 drinks per person for the first hour and 1–2 additional drinks per person for each following hour. Chill drinks the day before and keep a separate reserve for speakers.
Match coffee cups, glasses and plates to the catering quantities, not just the number of attendees. For a buffet or dessert course, count one dinner plate and one dessert plate per guest, plus roughly 10% spare tableware.
Pack a complete presentation backup: one laptop charger, one HDMI cable and one presentation clicker, with at least one spare cable and power strip available at the technical desk.
Set up registration tables, coat racks and conference folders before doors open. Place route and parking information where attendees can see it immediately, and keep dietary requirements with the catering handover notes.

Frequently asked questions

What should I buy for a dental congress?: Plan registration and printed materials, conference folders, name badges, coffee and drinks, glasses, plates, cutlery, serving items, and technical equipment. For each attendee, prepare one badge and folder, then add 5–10% extra.
How many drinks do I need for a dental congress?: For the first hour, allow 2–3 drinks per person. For every additional hour, add 1–2 drinks per person, adjusting the total for the catering schedule and whether drinks are served during breaks.
How much tableware is needed for a congress buffet?: Start with one dinner plate, one dessert plate, one cutlery set and one glass per attendee where applicable. Add about 10% spare tableware, especially for plates and glasses used during busy buffet periods.
When should I prepare the congress materials?: Print badges and the program at least 3–5 working days before the event, and assemble conference folders no later than the day before. Test presentations, cables, microphones and chargers during the final setup check.

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