Geology Congress shopping list

A geology congress needs more than conference tables and a projector. You will also need a registration desk, clear presentation equipment, name-badge materials, catering serviceware and reliable coffee-break supplies. Plan seating and table quantities from the confirmed registration list, then add a small reserve for late arrivals. Catering is easiest to manage when dietary meals, water and hot drinks are counted separately rather than treated as one general order.

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What to bring

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

Furniture

Congress tablesqty 18
Chairsqty 170
Registration deskqty 2
Speaker table
Stoolsqty 6

Tableware

Coffee cupsqty 180
Glassesqty 180
Dinner platesqty 180
Dessert platesqty 180
Knivesqty 180
Forksqty 180
Spoonsqty 180
Serving utensilsqty 20
Coffee potsqty 8
Teapotsqty 4
Water jugsqty 12

Catering

Buffet traysqty 12
Chafing dishesqty 6
Serving plattersqty 12
Snack serving traysqty 8
Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 12
Coolersqty 6
Drink dispensersqty 4
Groceries
- Coffee beans - 6 kilo
- Decaffeinated coffee - 1 kilo
- Black tea - 6 boxes
- Green tea - 3 boxes
- Herbal tea - 3 boxes
- Sugar - 4 kilos
- Sweeteners - 400 pieces
- Semi-skimmed milk - 18 liters
- Oat milk - 8 liters
- Lactose-free milk - 4 liters
- Lemon slices - 3 kilos
- Still mineral water - 12 crates
- Sparkling mineral water - 10 crates
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Tonic - 4 bottles
- Ginger beer - 4 bottles
- Apple juice - 8 liters
- Orange juice - 10 liters
- Tomato juice - 4 liters
- Alcohol-free beer - 4 crates
- Pilsner - 8 crates
- White wine - 18 bottles
- Red wine - 12 bottles
- Alcohol-free white wine - 6 bottles
- Baguettes - 45 pieces
- Whole wheat bread - 12 loaves
- Gluten-free bread - 4 loaves
- Unsalted butter - 2 kilos
- Margarine - 2 kilo
- Young cheese - 4 kilos
- Brie - 2 kilos
- Cream cheese - 2 kilo
- Hummus - 3 kilos
- Herb cheese - 1 kilo
- Ham - 3 kilos
- Smoked chicken breast - 2 kilo
- Tuna salad - 2 kilos
- Egg-free vegetable spread - 2 kilos
- Butter lettuce - 12 pieces
- Cucumbers - 20 pieces
- Tomatoes - 8 kilo
- Bell peppers - 5 kilos
- Red onions - 2 kilos
- Arugula - 2 kilos
- Carrots - 4 kilos
- Corn - 12 cans
- Chickpeas - 12 cans
- Olives - 3 kg
- Pickles - 3 jars
- Potatoes - 25 kilos
- Rice - 8 kilo
- Pasta - 8 kilo
- Gluten-free pasta - 2 kilos
- Chicken breast - 15 kilo
- Salmon fillet - 8 kilos
- Tofu - 6 kilos
- Vegetable burgers - 80 pieces
- Broccoli - 8 kilos
- Cauliflower - 6 pieces
- Zucchini - 6 kilos
- Green beans - 8 kilo
- Mushrooms - 5 kilos
- Tomato sauce - 10 liters
- Pesto - 2 kilos
- Mayonnaise - 3 liters
- Ketchup - 3 liters
- Mustard - 2 liters
- Olive oil - 3 liters
- Cooking oil - 3 liters
- Balsamic vinegar - 1 liter
- Salt - 1 kilo
- Black pepper - 500 grams
- Paprika powder - 250 gram
- Italian herbs - 250 grams
- Garlic - 1 kilo
- Chives - 500 gram
- Parsley - 500 grams
- Basil - 500 grams
- Yogurt - 8 kilos
- Plant-based yogurt - 4 kilos
- Muesli - 5 kilos
- Oatmeal - 3 kilo
- Apples - 12 kilos
- Bananas - 10 kilo
- Grapes - 8 kilos
- Oranges - 10 kilos
- Pears - 8 kilo
- Strawberries - 5 kilo
- Walnuts - 2 kilos
- Almonds - 2 kilos
- Cashews - 2 kilo
- Nut-free muesli bars - 180 pieces
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Rice cakes - 10 packs
- Salted crackers - 10 packs
- Dark chocolate - 3 kilo
- Cookies - 12 packs
- Honey - 2 kilos
- Jam - 3 jars
- Napkins - 600 pieces
- Paper coffee cups - 300 pieces
- Wooden stirrers - 300 pieces
- Paper straws - 200 pieces
- Plastic wrap - 4 rolls
- Aluminum foil - 4 rolls
- Baking paper - 4 rolls
- Paper towels - 12 rolls
- Trash bags - 100 pieces
- Dishwasher tablets - 60 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Disinfectant cleaner - 3 bottles
- Toilet paper - 48 rolls
- Hand soap - 8 bottles
- Hand sanitizer gel - 8 bottles
- Paper towels - 12 packs

Equipment

Laptopqty 2
Projectorqty 2
Projection screenqty 2
Presentation clickerqty 2
Wireless microphonesqty 4
Microphone standsqty 2
Speakersqty 4
Mixer
Extension cordsqty 8
Power stripsqty 10
HDMI cablesqty 4
USB-C adaptersqty 4
Laser pointerqty 2
Flip chartsqty 4
Flipchart standsqty 4
Presentation timerqty 2
Registration laptopsqty 2
Payment terminal
Label printer

Decorations

Congress bannerqty 2
Table skirtsqty 8
Name card holdersqty 12
Flower arrangementsqty 8
Geological Rock Samplesqty 20
Counter displaysqty 10

Office

Name badge holdersqty 180
Lanyardsqty 180
Program leafletsqty 180
Notepadsqty 180
Ballpoint pensqty 200
Name stickersqty 200
A4 printing paperqty 2
Markersqty 12
Pen holdersqty 6
Clipboardsqty 8
Tapeqty 6
Scissorsqty 4
Staplersqty 3
Staplesqty 5
Paper shredder

Cleaning

Waste binsqty 12
Hand sanitizer dispensersqty 8
Cleaning bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 8
Microfiber clothsqty 20
Waste sorting binsqty 6

Safety

Cable traysqty 12
Non-slip matsqty 8
Flashlightsqty 4

Tips

Set up one registration desk with enough table space for badges, the participant list and registration materials. Prepare at least 10% more name badges than the confirmed attendance so late registrations do not create a queue.
For presentations, provide a laptop, projector, projection screen and presentation clicker, plus one wireless microphone for the speaker and a second if questions will come from the audience. Test every connection at least 60 minutes before the first talk.
Count one chair per registered participant, then add 5–10% spare seating if the venue allows it. Keep the speaker table separate from the congress tables so laptops, water and notes do not compete with attendee space.
For each coffee break, prepare coffee cups, glasses, water jugs, coffee pots or machines, kettles and thermos flasks. Order enough hot water and drinkware for the full attendance at every break, not only for the first one.
Confirm dietary requirements before placing the catering order, ideally 7–10 days before the congress. Keep dietary meals clearly marked and reserve separate serving utensils where cross-contact could be a concern.

Frequently asked questions

What equipment do I need for a geology congress?: Plan for a laptop, projector, projection screen and presentation clicker, with wireless microphones suited to the room. Test the complete setup at least 60 minutes before the opening session and keep presentation files on a backup drive.
How many chairs and tables do I need for a geology congress?: Provide one chair for each confirmed participant and add 5–10% spare chairs when possible. The number of congress tables depends on the room layout, while a separate registration desk and speaker table should be included in the setup.
How much catering should I order for a geology congress?: Base the lunch and coffee-break order on the confirmed registration list, then add roughly 5–10% for late arrivals and replenishment. Count dietary meals separately and confirm the final numbers 7–10 days before the event.
What should I prepare for registration at a geology congress?: Use one registration desk with the participant list, printed name badges and any registration materials. Print at least 10% extra badges and have the desk ready 30–45 minutes before attendee arrival.

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