Food congress shopping list

A food congress needs more than catering and a stage. You also need a complete coffee service, tableware for meals and desserts, water and wine glasses, and practical supplies for registration and presentations. Confirm quantities after registration closes, then separate non-perishable items from fresh produce. This list helps you check what must be bought, hired or brought to the venue before the doors open.

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What to bring

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

Furniture

Conference chairsqty 60
Tablesqty 12
Registration desk
Speaker table
Stoolsqty 4
Clothes racksqty 2

Tableware

Dinner platesqty 60
Dessert platesqty 60
Coffee cupsqty 60
Water glassesqty 60
Wine glassesqty 60
Forksqty 60
Knivesqty 60
Spoonsqty 60
Coffee spoonsqty 60
Serving utensilsqty 12

Equipment

Projector
Projection screen
Wireless microphonesqty 3
Speakersqty 2
Mixer
Laptop
Presentation clicker
Extension cordsqty 6
Power stripsqty 6
Cable reelsqty 2
Flip chartqty 2
Flipchart markersqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving plattersqty 12
Serving spoonsqty 12
Cutting boardsqty 4
Chef's knivesqty 4
Coolersqty 8

Decorations

Tableclothsqty 12
Name badgesqty 60
Name badge holdersqty 60
Menusqty 12
Signage boardsqty 8
Table décorqty 12

Lighting

Standing lampsqty 4
LED lampsqty 8

Cleaning

Cleaning bucketsqty 3
Mopsqty 3
Dustpan and brushqty 2
Cleaning glovesqty 6

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Hot chocolate - 2 liters
- Sugar - 2 packs
- Sweetener - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Still mineral water - 60 bottles
- Sparkling mineral water - 40 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Apple juice - 6 liters
- Orange juice - 8 liters
- Non-alcoholic beer - 24 bottles
- Red wine - 8 bottles
- White wine - 8 bottles
- Sparkling wine - 4 bottles
- Mini croissants - 60 pieces
- Mini rolls - 80 pieces
- Wholemeal bread - 6 loaves
- White rolls - 40 pieces
- Whole wheat rolls - 40 pieces
- Butter - 1 kilo
- Young cheese - 2 kilos
- Aged cheese - 2 kilo
- Chicken breast slices - 1.5 kilos
- Hummus - 1.5 kilos
- Cream cheese - 1 kilo
- Jam - 4 jars
- Honey - 2 jars
- Cucumbers - 12 pieces
- Cherry tomatoes - 3 kilos
- Arugula - 1 kilo
- Apples - 60 pieces
- Bananas - 40 pieces
- Grapes - 5 kilos
- Mixed nuts - 2 kilos
- Muesli bars - 60 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Olives - 2 kilos
- Salty crackers - 8 packs
- Tortilla chips - 6 bags
- Guacamole - 2 kilo
- Salsa - 2 kilos
- Mixed green salad - 5 kilo
- Tomatoes - 4 kilos
- Cucumber salad - 3 kilos
- Red onion - 1 kilo
- Bell peppers - 2 kilos
- Corn - 2 kilos
- Chickpeas - 2 kilo
- Feta - 2 kilos
- Dressing - 3 liters
- Balsamic vinegar - 1 bottle
- Olive oil - 2 liters
- Basmati rice - 5 kilos
- Penne - 5 kilo
- Tomato sauce - 5 liters
- Pesto - 2 kilos
- Chicken breast - 6 kilo
- Salmon fillet - 5 kilos
- Tofu - 3 kilo
- Vegetable mix - 8 kilos
- Potatoes - 8 kilos
- Broccoli - 5 kilo
- Zucchinis - 4 kilos
- Mushrooms - 3 kilo
- Cooking cream - 4 liters
- Grated cheese - 2 kilos
- Fresh herbs - 12 bunches
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Garlic - 6 bulbs
- Lemons - 20 pieces
- Mayonnaise - 2 liter
- Ketchup - 2 liters
- Mustard - 1 liter
- Chili sauce - 1 liter
- Banana bread - 4 loaves
- Brownies - 60
- Mini fruit trays - 6 units
- Whipped cream - 2 liters
- Dish soap - 2 bottles
- All-purpose cleaner - 3 bottles
- Disinfectant spray - 2 bottles
- Trash bags - 3 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Paper napkins - 200 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Food labels - 100 pieces

Tips

Plan tableware for your confirmed guest count plus 10% spare: plates, glasses, forks, knives and spoons are easily lost or dropped during a full-day programme.
For a coffee break, allow at least 2 cups per attendee if there are two breaks, plus one coffee spoon per person. Check whether the venue supplies coffee machines, kettles and serving utensils before buying anything.
Prepare registration materials at least 1 day ahead. Pack name badges, printed attendee information and any desk supplies together so registration staff do not have to search through equipment cases.
Check the AV setup 2–3 hours before opening. Test the projector, projection screen, laptop, presentation clicker, wireless microphones, speakers, mixer, extension cords and power strips with the actual presentation files.
Buy fresh produce as close to the event as practical, preferably within 24 hours, and keep it separate from non-perishable supplies. Recheck dietary requirements against the final registration list before catering is delivered.

Frequently asked questions

How many plates and glasses do I need for a food congress?: Start with one dinner plate, one dessert plate and one water glass per attendee, then add 10% spare. If wine is served, plan one wine glass per attendee as a minimum, with extra stock for breakage and second servings.
How much coffee should I buy for a food congress?: For two coffee breaks, allow 2 cups per attendee; for a full-day congress with welcome coffee and two breaks, allow 3 cups per attendee. Confirm the caterer's coffee volume and check the coffee machines, kettles, cups and coffee spoons at least 3 days before the event.
When should I do the shopping for a food congress?: Buy non-perishable supplies 2–3 days before the congress and fresh produce within 24 hours of service. Check the final attendee count and dietary requirements before placing the fresh-food order.
What AV equipment do I need for a food congress?: Prepare one presentation laptop, projector and screen, plus a presentation clicker and at least two wireless microphones for a typical speaker programme. Test speakers, mixer, extension cords, power strips and cable reels 2–3 hours before opening.

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