European Congress Shopping List

A European congress needs more than chairs and a projector. You will need supplies for registration, badges, printed programmes, presentations, catering, room signage and technical checks. Plan quantities from your confirmed attendee count, then add a small buffer for late registrations, replacement badges and extra drinks. This list helps you check what must be bought, hired or brought to the venue before delegates arrive.

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What to bring

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

Furniture

Conference chairsqty 170
Foldable tablesqty 24
Registration tablesqty 3
Buffet tablesqty 8
Tall cocktail tablesqty 12
Speaker table
Clothes racksqty 2
Waste binsqty 12

Equipment

Projectorsqty 2
Projection screensqty 2
Conference laptop
Wireless microphonesqty 4
Table microphonesqty 2
Speakersqty 4
Mixer
Presentation clickerqty 2
HDMI adaptersqty 4
Extension cordsqty 8
Power stripsqty 10
Charging stationsqty 3
Wi-Fi routersqty 2
Walkie-talkiesqty 8

Tableware

Water glassesqty 180
Wine glassesqty 180
Coffee cupsqty 180
Platesqty 200
Dessert platesqty 180
Forksqty 200
Knivesqty 200
Spoonsqty 200
Serving spoonsqty 20

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 12
Coolersqty 6
Serving plattersqty 24
Serving tongsqty 12
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Food containersqty 12
Label holdersqty 20

Decorations

Tableclothsqty 32
Chair coversqty 24
Congress bannersqty 6
Name badge holdersqty 180
Lanyardsqty 180
Wayfinding signsqty 18
Table numbersqty 24
Flower arrangementsqty 8

Lighting

LED spotlightsqty 8
LED light stringsqty 4

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Trash bins with lidsqty 6

Catering

Groceries
- Coffee beans - 8 kg
- Black tea - 6 boxes
- Herbal tea - 4 boxes
- Decaf coffee - 2 kg
- Semi-skimmed milk - 18 liters
- Oat milk - 10 liters
- Coffee cream - 4 liters
- White sugar - 3 kg
- Sweetener - 2 boxes
- Lemons - 4 kg
- Still mineral water - 120 bottles
- Sparkling mineral water - 80 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Orange juice - 20 liters
- Apple juice - 12 liters
- Tonic - 12 bottles
- Ginger beer - 12 bottles
- Alcohol-free beer - 48 bottles
- Pilsner - 96 bottles
- White wine - 24 bottles
- Red wine - 18 bottles
- Sparkling wine - 18 bottles
- Beer glasses - 120 pieces
- Ice cubes - 25 kg
- Croissants - 180 pieces
- Mini raisin buns - 150 pieces
- Whole wheat bread - 12 loaves
- White bread - 10 loaves
- Multigrain Bread - 10 loaves
- Mini hard rolls - 240 pieces
- Butter - 4 kg
- Young cheese - 6 kg
- Aged cheese - 5 kg
- Cream cheese - 3 kg
- Hummus - 4 kg
- Turkey breast - 4 kg
- Smoked salmon - 3 kg
- Vegetarian spreads - 3 kg
- Jam - 3 kg
- Honey - 2 kg
- Peanut butter - 2 kg
- Herb butter - 2 kg
- Cucumbers - 8 kg
- Tomatoes - 10 kg
- Bell peppers - 6 kg
- Lettuce - 8 heads
- Arugula - 2 kg
- Carrots - 5 kg
- Grapes - 8 kg
- Apples - 12 kg
- Bananas - 10 kg
- Oranges - 10 kg
- Blueberries - 3 kg
- Strawberries - 4 kg
- Walnuts - 2 kg
- Almonds - 2 kg
- Muesli bars - 180 pieces
- Oatmeal cookies - 180 pieces
- Butter cookies - 180 pieces
- Dark chocolate - 3 kg
- Olive oil - 4 liters
- Balsamic vinegar - 2 liters
- Mayonnaise - 3 liters
- Mustard - 2 liters
- Ketchup - 2 liters
- Salt - 1 kg
- Black pepper - 500 grams
- Italian herbs - 250 grams
- Garlic - 500 grams
- Basmati rice - 12 kg
- Pasta - 15 kg
- Tomato sauce - 12 liters
- Vegetable stock - 2 kg
- Chicken fillet - 18 kg
- Vegetarian burgers - 80 pieces
- Grilled vegetables - 18 kg
- Parmesan cheese - 3 kg
- Mixed salad - 18 kg
- Baguettes - 30 pieces
- Vegan desserts - 50 pieces
- Desserts - 160 pieces
- Napkins - 1000 pieces
- Paper cups - 300 pieces
- Stirrers - 300 pieces
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 2 rolls
- Trash bags - 100 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Dish soap - 4 liters
- All-purpose cleaner - 4 liters
- Glass cleaner - 2 liters
- Disinfectant hand gel - 12 bottles
- Hand soap - 8 bottles

Tips

Prepare 5–10% more badges, name-tag inserts and printed programmes than the confirmed registration count. Late registrations and damaged badges are easier to handle when you have spares at the registration desk.
For a full conference day, allow at least 1 bottle of water per attendee, plus extra water for speakers and the registration team. Chill drinks several hours before doors open rather than waiting until the first break.
Count tableware against each catering moment, not just the total guest list. Plates, dessert plates, forks, knives, spoons, coffee cups and glasses may all be needed more than once if there is no washing service between sessions.
Check every presentation connection at least 24 hours before the congress. Keep the conference laptop, presentation clicker, HDMI adapters, extension cords and power strips together, and test the microphones with the room speakers.
Set aside supplies for the registration desk and room changes: printed participant lists, badges, signage, walkie-talkies and charging stations. Keep a separate box for replacements so the desk team does not have to search through catering or technical equipment.

Frequently asked questions

What do I need to buy for a European congress?: Plan supplies for four areas: registration, printed materials, catering and technical delivery. That usually includes badges and participant lists, programme booklets, signage, drinks and tableware, plus HDMI adapters, extension cords, power strips and charging equipment.
How many printed programmes should I order for a European congress?: Order one programme booklet per confirmed attendee and add 5–10% spare copies. For 200 registered delegates, that means 210–220 booklets, with extra copies for speakers, staff and replacements.
How much water do I need for a conference day?: Allow at least 1 bottle of water per attendee, plus 10–15% extra for speakers, staff and unexpected guests. For 200 attendees, prepare about 220–230 bottles, and keep additional water available at the speaker table and registration desk.
When should I check the congress equipment?: Complete the full technical check at least 24 hours before the event. Test each projector, screen, microphone, speaker, presentation laptop, clicker, adapter and power connection in the actual room, then repeat a short sound and display check before registration opens.

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