What you need for an Entrepreneurs' Congress

An Entrepreneurs' Congress needs more than chairs and coffee. You will need a reliable registration setup, working presentation equipment, refreshments, tableware and practical items for speakers and attendees. Use the plan to check what must be bought, collected or confirmed before the event. Pay particular attention to cables, microphones, name badges, dietary requirements and catering deliveries: these are easy to leave until the final day.

Organize this event for free with Lizzt

What to bring

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

Furniture

Rectangular tablesqty 12
Chairsqty 120
Bar stoolsqty 12
Registration desk
Speaker table
Coat racksqty 4

Equipment

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

Tableware

Water glassesqty 130
Wine glassesqty 130
Coffee cupsqty 120
Dinner platesqty 130
Dessert platesqty 130
Cutlery setsqty 130
Serving spoonsqty 12
Coffee potsqty 6
Teapotsqty 4

Kitchen

Serving bowlsqty 12
Serving traysqty 10
Cutting boardsqty 4
Chef's knifeqty 4
Serving tongsqty 8
Thermos flasksqty 8
Coolersqty 6
Ice cube traysqty 4

Decorations

Tableclothsqty 14
Menusqty 12
Flower arrangementsqty 8
Name badgesqty 120
Name badge holdersqty 120
Directional signsqty 10
Welcome sign
Program boardsqty 4
Table signsqty 12
Pensqty 130
Notepadsqty 120
Promotional standsqty 4

Lighting

Standing lampsqty 6
Mood lightingqty 4
Spare batteriesqty 24

Cleaning

Waste binsqty 10
Vacuum cleaner
Mop setqty 2
Bucketsqty 3
Cleaning glovesqty 6
Toilet brushesqty 4
Hand soap dispensersqty 6

Catering

Groceries
- Coffee beans - 4 kilos
- Decaffeinated coffee - 1 kilo
- Black tea - 3 boxes
- Green tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 2 kilos
- Sweetener - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lemons - 3 kilos
- Spa Blauw - 12 trays
- Spa Rood - 6 trays
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Tonic - 3 bottles
- Ginger beer - 3 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Bitter lemon - 3 bottles
- Alcohol-Free Beer - 6 trays
- Pilsner - 8 trays
- White wine - 18 bottles
- Red wine - 12 bottles
- Rosé - 8 bottles
- Prosecco - 10 bottles
- Ice cubes - 25 kilos
- Mini croissants - 120 pieces
- Mini chocolate croissants - 120 pieces
- Whole wheat bread - 12 loaves
- White bread - 8 loaves
- Multigrain bread - 8 loaves
- Mini rolls - 180 pieces
- Unsalted butter - 2 kilos
- Young cheese - 3 kilos
- Aged cheese - 3 kilos
- Cream cheese - 2 kilo
- Hummus - 2 kilos
- Herb cheese - 1 kilo
- Turkey breast - 2 kilos
- Smoked chicken breast - 2 kilo
- Roast beef - 1.5 kilos
- Egg salad - 2 kilo
- Jam - 4 jars
- Honey - 2 jars
- Cucumbers - 3 kilos
- Tomatoes - 4 kilos
- Lettuce - 8 heads
- Bell peppers - 3 kilos
- Arugula - 1 kilo
- Carrots - 3 kilos
- Grapes - 4 kilos
- Apples - 6 kilos
- Bananas - 4 kilos
- Melons - 4 pieces
- Yogurt - 8 liter
- Granola - 3 kilos
- Nut mix - 2 kilo
- Currant buns - 80 pieces
- Mini muffins - 120 pieces
- Brownies - 120 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Olives - 3 kg
- Mixed party nuts - 3 kilos
- Mini meatballs - 6 kilos
- Vegetarian bitterballen - 4 kilo
- Mini spring rolls - 4 kilos
- Cheese soufflés - 3 kilo
- Satay sauce - 3 liter
- Mayonnaise - 2 liter
- Ketchup - 2 liters
- Mustard - 1 liter
- Garlic sauce - 2 liters
- Olive oil - 2 liters
- Balsamic vinegar - 1 liter
- Salt - 1 kilo
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Italian herbs - 250 grams
- Basil - 10 bunches
- Garlic - 10 bulbs
- Parmesan cheese - 1 kilo
- Pasta - 8 kilo
- Pesto - 2 kilos
- Cherry tomatoes - 4 kilos
- Mozzarella - 3 kilos
- Rice salad - 8 kilos
- Pasta salad - 8 kilo
- Potato salad - 8 kilos
- Green salad - 8 kilos
- Grilled Vegetables - 6 kilos
- Chicken breast - 12 kilo
- Vegetarian burgers - 80 pieces
- Mini burger buns - 120 pieces
- Potato croquettes - 12 kilos
- Green beans - 8 kilo
- Mushrooms - 5 kilos
- Whipped cream - 3 liters
- Chocolate sauce - 2 liters
- Vanilla ice cream - 12 liter
- Fresh fruit for dessert - 8 kilos
- Dessert cookies - 6 packs
- Coffee creamer cups - 500 pieces
- Teaspoons - 130 pieces
- Cocktail picks - 500 pieces
- Napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 60 pieces
- Dishwasher tablets - 60 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant spray - 3 bottles
- Microfiber cloths - 20 pieces
- Sponges - 12 pieces
- Hand soap - 6 bottles
- Hand sanitizer gel - 6 bottles

Tips

Prepare one registration kit with the attendee list, printed name badges, pens and a registration desk. Keep it ready at least 30 minutes before doors open so check-in does not compete with speaker setup.
Test every laptop, projector, screen, clicker and HDMI cable with the actual presentations before the event. Bring spare extension cords, power strips and power banks rather than discovering a missing connection during the first talk.
Match tableware to the confirmed catering numbers, including water glasses, coffee cups, dinner and dessert plates, cutlery sets and serving utensils. Add a small margin for breakage and late arrivals instead of ordering exactly one set per registered guest.
Arrange separate serving equipment for food and drinks: serving bowls, trays, cutting boards, coffee pots and teapots should be available when the catering arrives. Check the delivery against the final order immediately, including dietary meals.
Set out coat racks, speaker seating and the speaker table before attendees arrive. Confirm presentations and microphone requirements no later than the day before, and keep spare microphones or stands accessible to the technical team.

Frequently asked questions

What should I buy for an Entrepreneurs' Congress?: Plan for registration materials, name badges, tables and chairs, presentation equipment, microphones, cables, power supplies, refreshments and tableware. The exact quantities depend on confirmed registrations, speakers and the catering order.
How many glasses and cups do I need per attendee?: Start with one water glass and one coffee cup per attendee, then add at least 10% extra for breakage, replacements and late arrivals. If wine or other drinks are served, count those glasses separately rather than sharing the coffee-cup total.
When should I check the Entrepreneurs' Congress shopping list?: Do a full list check at least 7 days before the congress, after registrations and dietary requirements have been reviewed. Recheck quantities 24 hours before the event and compare them with the final catering and technical confirmations.
What AV equipment is needed for an Entrepreneurs' Congress?: Allow for a laptop, projector, projection screen, wireless microphones, microphone stands, speakers, mixer, clicker, HDMI cables, extension cords and power strips. Test the complete setup with the presentations at least one day before the event.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.