What to buy for a Federation Congress
A Federation Congress needs more than chairs and a projector. You will need reliable presentation equipment, enough tableware for meals and breaks, power access, signage and supplies for registration. Plan quantities around your final attendance, then add a small buffer for damaged items, late arrivals and extra servings. This checklist focuses on what to buy, collect or bring so the venue can be set up without last-minute shopping.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Conference chairsqty 140
- Tablesqty 18
- Tableclothsqty 18
- Stage sectionsqty 4
- Speaker table
- Stoolsqty 6
- Dressing room racksqty 2
- Clothes hangersqty 140
Equipment
- Projectorqty 2
- Projection screenqty 2
- Presentation laptopqty 2
- Wireless microphonesqty 4
- Microphone standsqty 2
- Speakersqty 4
- Mixer
- HDMI cablesqty 4
- HDMI adaptersqty 6
- Extension cordsqty 8
- Power stripsqty 8
- Power banksqty 4
- Presentation clickerqty 2
- Flip chartsqty 4
- Flip chart markersqty 24
Tableware
- Dinner platesqty 150
- Dessert platesqty 150
- Coffee cupsqty 150
- Water glassesqty 180
- Wine glassesqty 150
- Coffee spoonsqty 150
- Table knivesqty 150
- Table forksqty 150
- Serving spoonsqty 16
Kitchen
- Coffee machinesqty 3
- Kettlesqty 3
- Thermos flasksqty 8
- Coolersqty 6
- Serving plattersqty 20
- Serving tongsqty 12
- Cutting boardsqty 4
- Chef’s knives and bread knivesqty 6
- Bread basketsqty 8
- Water jugsqty 12
- Bottle openersqty 4
Decorations
- Name card holdersqty 140
- Table number cardsqty 18
- Flower arrangementsqty 12
- Federation flagsqty 6
- Welcome sign
- Directional signsqty 12
- Table numbersqty 18
Lighting
- LED spotlightsqty 8
- Cable traysqty 12
Cleaning
- Waste binsqty 10
- Broom and dustpanqty 3
- Mop setsqty 3
- Cleaning bucketsqty 3
- Microfiber clothsqty 20
- Toilet brushesqty 4
Catering
- Groceries
- Coffee beans - 3 kilograms
- Tea bags - 300 pieces
- Cocoa powder - 500 gram
- Sugar - 3 kilograms
- Sweetener - 300 pieces
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lemons - 20 pieces
- Still mineral water - 120 bottles
- Sparkling mineral water - 80 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Apple juice - 12 liters
- Orange juice - 12 liters
- Beer - 180 bottles
- Alcohol-free beer - 60 bottles
- White wine - 24 bottles
- Red wine - 18 bottles
- Prosecco - 12 bottles
- Ice cubes - 20 kilograms
- Mini croissants - 160 pieces
- Mini muffins - 160 pieces
- Unsalted butter - 2 kilograms
- Strawberry jam - 4 jars
- Sliced cheese - 3 kilogram
- Young cheese - 2 kilograms
- Ham - 2 kilograms
- Hummus - 2 kilograms
- Whole wheat bread - 12 loaves
- White rolls - 180 pieces
- Multigrain rolls - 100 pieces
- Wraps - 120 pieces
- Chicken salad - 4 kilogram
- Egg salad - 3 kilograms
- Tuna salad - 3 kilograms
- Vegan vegetable spread - 3 kilogram
- Lettuce - 8 heads
- Tomatoes - 6 kilograms
- Cucumbers - 5 kilogram
- Bell peppers - 4 kilograms
- Arugula - 1 kilogram
- Olives - 2 kilograms
- Herb cream cheese - 2 kilogram
- Mayonnaise - 2 liter
- Mustard - 1 liter
- Ketchup - 1 liter
- Pepper - 250 gram
- Salt - 500 grams
- Olive oil - 2 liters
- Balsamic vinegar - 1 liter
- Vegetable soup - 12 liters
- Baguettes - 24 pieces
- Mixed salads - 12 kilogram
- Potato salad - 8 kilograms
- Pasta salad - 8 kilograms
- Grilled vegetables - 8 kilograms
- Chicken breast - 12 kilograms
- Vegetarian burgers - 50 pieces
- Rice - 8 kilograms
- Hot Vegetable Dish - 12 kilogram
- Gravy - 6 liters
- Garlic sauce - 3 liters
- Fruit baskets - 12 pieces
- Apples - 120 pieces
- Bananas - 80 pieces
- Grapes - 8 kilograms
- Mini brownies - 180 pieces
- Mixed nuts - 4 kilograms
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Party nuts - 8 kilograms
- Cheese sticks - 180 pieces
- Bitterballen - 240 pieces
- Vegetarian snacks - 120 pieces
- Cocktail picks - 500 pieces
- Napkins - 500 pieces
- Paper cups - 300 pieces
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Trash bags - 80 pcs
- Dishwasher tablets - 60 pieces
- Dish soap - 3 bottles
- Hand soap - 6 bottles
- Hand sanitizer gel - 6 bottles
- Toilet paper - 48 rolls
- Toilet cleaner - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
Tips
- Plan seating for every registered participant, plus a small reserve. Count conference chairs and tables by room, and include a separate speaker table, stools and stage sections if they are part of the layout.
- Prepare the AV kit as one complete set at least 24 hours before the congress. Check the projector, screen, presentation laptop, microphones, speakers, mixer, HDMI cables and adapters together rather than discovering a missing connection during the first session.
- Count tableware by service, not just by attendee. For a full day with meals and coffee breaks, allow at least one dinner plate, dessert plate, coffee cup, water glass and coffee spoon per person, then add 10% for replacements and second servings.
- Give every powered item a planned socket and cable route. Pack extension cords, power strips and power banks before loading the venue, and keep one spare HDMI adapter and one charged power bank at the registration desk.
- Pack printed materials in separate room bundles before arrival. Keep programs, participant lists, name badges and route signs together so registration can open on time and visitors can find the conference hall without asking staff.
Frequently asked questions
- What equipment do I need for a Federation Congress?
- Bring a projector, projection screen, presentation laptop, wireless microphones, microphone stands, speakers, mixer, HDMI cables and adapters. Test the complete setup at least 24 hours before the first session, including every laptop connection.
- How much tableware do I need for a Federation Congress?
- Start with one dinner plate, dessert plate, coffee cup, water glass and coffee spoon per participant for a single service. Add 10% extra, so a congress with 100 attendees needs at least 110 of each frequently used item.
- How many chairs and tables should I buy or reserve?
- Provide one conference chair for every registered attendee and add 5% spare seating, rounded up. Count tables from the room layout, then include separate furniture for speakers, registration and catering rather than using the attendee count alone.
- When should I prepare the Federation Congress shopping list?
- Lock the quantities as soon as registration closes, ideally 7 to 14 days before the congress. Check delivered or collected supplies again 24 hours before setup, especially AV connections, printed materials, name badges and power equipment.
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