What you need for an Entrepreneurs' Congress

Use this shopping list to prepare the practical side of an Entrepreneurs' Congress, from registration and seating to presentations, catering and refreshments. Plan quantities from your confirmed attendee and speaker numbers, then add a small buffer for last-minute changes. Check what the venue already provides before buying or collecting equipment. The items below cover the details that are often discovered too late, such as enough microphones, charging points, coffee service and tableware.

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What to bring

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

Furniture

Foldable tablesqty 14
Chairsqty 110
Speaker chairsqty 4
Speaker lectern
Registration desk
Clothes racksqty 2

Equipment

Projector
Projection screen
Laptop
Presentation clicker
Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
Charging stationsqty 2

Tableware

Coffee cupsqty 120
Water glassesqty 120
Wine glassesqty 120
Platesqty 120
Dessert platesqty 120
Forksqty 120
Knivesqty 120
Spoonsqty 120
Coffee spoonsqty 120

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Serving plattersqty 12
Serving tongsqty 8
Serving spoonsqty 8
Cutting boardsqty 4
Bread knivesqty 3
Coolersqty 4
Drink dispensersqty 3

Decorations

Tableclothsqty 14
Flower arrangementsqty 8
Welcome sign
Name badge holdersqty 110
Information boardsqty 8
Table numbersqty 14

Lighting

Standing lampsqty 4
Mood lightingqty 6

Cleaning

Waste binsqty 8
Cleaning bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2
Microfiber clothsqty 12

Catering

Groceries
- Coffee beans - 3 kilograms
- Black tea - 4 boxes
- Herbal tea - 3 boxes
- Cappuccino powder - 1 kilogram
- Sugar - 2 kilograms
- Sweeteners - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lemons - 2 kilograms
- Spa Blauw - 120 bottles
- Spa Red - 48 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Tonic - 12 bottles
- Ginger beer - 12 bottles
- Apple juice - 12 liters
- Orange juice - 12 liters
- Alcohol-free beer - 48 bottles
- Pilsner - 96 bottles
- White wine - 18 bottles
- Red wine - 12 bottles
- Alcohol-free sparkling wine - 6 bottles
- Ice cubes - 15 kilograms
- Cucumbers - 3 kilograms
- Cherry tomatoes - 3 kilograms
- Carrots - 3 kilogram
- Peppers - 3 kilograms
- Grapes - 4 kilograms
- Apples - 50 pieces
- Bananas - 40 pieces
- Lemon water - 20 liters
- Mini sandwiches - 180 pieces
- Whole wheat bread - 12 loaves
- Croissants - 120 pieces
- Unsalted butter - 2 kilograms
- Cream cheese - 3 kilograms
- Young cheese - 5 kilogram
- Mature cheese - 4 kilogram
- Ham - 3 kilograms
- Chicken breast - 3 kilograms
- Hummus - 4 kilograms
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Mayonnaise - 2 liter
- Mustard - 1 liter
- Ketchup - 2 bottles
- Olive oil - 2 liters
- Balsamic vinegar - 1 bottle
- Salt - 1 kilogram
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Garlic powder - 250 grams
- Italian herbs - 2 jars
- Mixed lettuce - 8 kilograms
- Pasta salad - 12 kilograms
- Potato salad - 10 kilogram
- Grilled vegetables - 8 kilograms
- Chicken skewers - 150 pieces
- Vegetarian vegetable skewers - 70 pieces
- Vegan falafel - 5 kilograms
- Rice - 8 kilograms
- Sandwiches for the buffet - 160 pieces
- Chocolate cookies - 8 boxes
- Savory crackers - 10 boxes
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Salted nuts - 3 kilogram
- Olives - 3 kilograms
- Snack cheese - 4 kilograms
- Grape juice - 6 liters
- Aluminum foil - 3 rolls
- Cling film - 3 rolls
- Baking paper - 2 rolls
- Napkins - 600 pieces
- Stirrers - 300 pieces
- Paper coffee filters - 300 pieces
- Food gloves - 2 boxes
- Trash bags - 60 pieces
- Dishwashing detergent - 2 liters
- All-purpose cleaner - 3 liters
- Glass cleaner - 2 liters
- Disinfectant wipes - 4 packs
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Paper towels - 12 packs
- Bandages - 2 boxes

Tips

Plan one registration desk and name badge for every attendee and speaker, plus at least 10% extra blank badges for late registrations or replacements. Keep the final participant list at the desk for quick check-in.
For a full-day congress, allow at least 2 coffee cups, 2 water glasses and enough plates, forks, knives and spoons for each attendee. Add 10% extra tableware if washing up during the event is not possible.
Match the AV setup to the programme at least 48 hours before opening: test the projector, screen, laptop, clicker, speakers, mixer and every wireless microphone together. Keep spare extension cords and power strips available.
Provide one charging station for roughly every 10 attendees if participants will work on laptops or phones. Count power sockets in the room before arrival and tape down extension cords so they do not cross walking routes.
Confirm the catering delivery time no later than 3 days beforehand and check dietary requirements before placing the order. Set out coffee machines, kettles, thermos flasks and serving platters before speakers and guests arrive.

Frequently asked questions

What do I need to buy for an Entrepreneurs' Congress?: Prepare registration materials, name badges, tables, chairs, speaker seating, a lectern, projection equipment, microphones, power supplies, coffee equipment, glasses, plates and cutlery. Confirm the attendee count first, then order tableware and catering for that number plus about 10%.
How much tableware do I need for a business congress?: For each attendee, plan at least 2 coffee cups and 2 water glasses for a full-day programme, plus one plate, dessert plate, fork, knife and spoon. Add 10% extra when there is no opportunity to wash items during the event.
When should I order catering for an Entrepreneurs' Congress?: Place the catering order at least 3 days before the congress, after collecting dietary requirements. Reconfirm the final participant count and delivery time 24 hours before opening.
How many microphones are needed for an Entrepreneurs' Congress?: Provide one microphone for the main presenter and one for each speaker who needs to speak without sharing equipment; keep at least one spare wireless microphone for a full programme. Test all microphones with the mixer, speakers and presentation laptop at least 48 hours in advance.

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