What you need for a government congress

A government congress needs more than seating and a projector. You will need a registration setup, reliable presentation equipment, room signage, catering service items and enough power and charging capacity for a full programme. Use your final attendee count to size tables, chairs, glasses and plates, then add a small buffer for late registrations and replacements. Check technical connections and presentation controls before speakers arrive, not when the first session is starting.

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What to bring

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

Furniture

Chairsqty 140
Congress tablesqty 18
Registration tablesqty 2
Buffet tablesqty 6
Speaker chairsqty 6
Coat racksqty 4

Equipment

Laptopsqty 3
Projectorsqty 2
Projection screensqty 2
Wireless microphonesqty 4
Microphone standsqty 2
Audio mixers
Speakersqty 2
Presentation clickersqty 2
HDMI cablesqty 4
Extension cordsqty 4
Power stripsqty 8
Charging cablesqty 6

Tableware

Coffee cupsqty 140
Water glassesqty 180
Wine glassesqty 140
Dinner platesqty 150
Dessert platesqty 150
Cutlery setsqty 160
Serving spoonsqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 4
Serving plattersqty 12
Buffet serving spoonsqty 12
Food warmersqty 8
Cutting boardsqty 4
Kitchen knivesqty 4

Decorations

Name badgesqty 150
Lanyardsqty 150
Program leafletsqty 150
Pensqty 150
Notepadsqty 150
Table name cardsqty 12
Directional signsqty 20
Plate holdersqty 20
Table skirtsqty 8

Cleaning

Waste binsqty 10
Cleaning bucketsqty 3
Mopsqty 3
Broom setsqty 2
Cleaning glovesqty 6

Catering

Groceries
- Coffee beans - 5 kilos
- Decaffeinated coffee - 1 kilo
- Black tea - 200 bags
- Herbal tea - 100 bags
- Hot chocolate - 5 liters
- Milk - 20 liters
- Oat milk - 8 liters
- Coffee milk - 6 packs
- Sugar - 3 kilos
- Sweetener - 300 pieces
- Spa Blauw - 120 bottles
- Spa Red - 60 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Ice tea - 18 bottles
- Apple juice - 12 cartons
- Orange juice - 12 cartons
- White wine - 18 bottles
- Red wine - 12 bottles
- Alcohol-free beer - 48 bottles
- Beer - 72 bottles
- Sparkling wine - 8 bottles
- Baguettes - 20 pieces
- Whole wheat bread - 12 loaves
- Mini croissants - 150 pieces
- Mini raisin buns - 120 pieces
- Unsalted butter - 3 kilo
- Young cheese - 4 kilos
- Aged cheese - 3 kilos
- Smoked chicken breast - 3 kilos
- Hummus - 3 kilos
- Cream cheese - 2 kilo
- Jam - 3 jars
- Honey - 2 jars
- Cucumber - 8 pieces
- Tomatoes - 6 kilos
- Lettuce - 8 heads
- Bell peppers - 4 kilo
- Carrots - 4 kilos
- Grapes - 8 kilos
- Apples - 150 pieces
- Bananas - 120 pieces
- Mandarins - 100 pieces
- Mini muffins - 150 pieces
- Brownies - 120 pieces
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Mixed nuts - 4 kilos
- Olives - 3 kg
- Bitterballen - 300 pieces
- Mini vegetable spring rolls - 200 pieces
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 jars
- Balsamic dressing - 2 bottles
- Olive oil - 2 bottles
- Salt - 1 kilo
- Pepper - 500 grams
- Paprika powder - 250 gram
- Garlic powder - 250 grams
- Rice - 12 kilo
- Pasta - 10 kilos
- Pasta tomato sauce - 10 liters
- Chicken breast - 12 kilo
- Vegetarian burgers - 40 pieces
- Grilled vegetables - 10 kilo
- Mixed salad - 12 kilos
- Potatoes - 20 kilos
- Sandwiches - 160 pieces
- Dessert pastries - 150 portions
- Vegan dessert - 15 portions
- Gluten-free bread - 10 pieces
- Gluten-free cookies - 3 packs
- Vegetarian broth - 2 liters
- Lemons - 30 pieces
- Fresh mint - 10 bunches
- Ice cubes - 20 kilo
- Napkins - 1000 pieces
- Coffee filters - 200 pieces
- Stirrers - 500 pieces
- Cocktail sticks - 300 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant spray - 2 bottles
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Paper towels - 12 packs

Tips

Plan seating for every registered attendee, then add 5–10% spare chairs. Keep separate speaker chairs available at the front so speakers can sit down without moving furniture during the programme.
For each presentation room, allow one laptop, one projector, one projection screen, one presentation clicker and the required HDMI cable. Pack at least two spare HDMI cables and test every laptop-screen combination before opening the venue.
Set up the registration desk with enough table space for the participant list, name badges and check-in materials. For a congress of up to 100 people, two registration tables and two check-in positions usually prevent a queue at the busiest arrival time.
For a full-day congress, provide at least two drinking glasses per attendee and keep water available throughout the programme. Order coffee cups, plates and cutlery for the largest meal or break, plus 10% extra for replacements and second servings.
Count power points before bringing equipment into the rooms. Use one power strip and suitable extension cord per equipment cluster, and bring charging cables for the laptops and devices used at registration, presentations and the technical desk.

Frequently asked questions

What equipment do I need for a government congress?: For each presentation room, plan one laptop, projector, projection screen and presentation clicker, plus HDMI cables and power access. Add wireless microphones, microphone stands, speakers and an audio mixer when the room or audience requires amplified sound. Test the complete setup at least 2 hours before registration opens.
How many chairs and tables do I need for a congress?: Provide one chair per registered attendee and add 5–10% spare chairs. Size congress tables according to the seating layout, and reserve separate registration tables, buffet tables and speaker chairs rather than taking them from the audience area.
How much tableware should I buy for a government congress?: Use the final attendee count as the base quantity and add 10% extra. For a full-day programme, plan at least two coffee cups and two drinking glasses per attendee, plus plates, dessert plates and cutlery for the largest meal or catering service.
When should I prepare congress materials and AV equipment?: Bring printed signs, name badges, cables and presentation equipment to the venue before setup day ends. Complete the room and sound check at least 2 hours before doors open, and keep spare cables and charging equipment at the technical desk.

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