What you need for an ICT Congress

An ICT Congress needs more than chairs and a projector. You also need reliable presentation connections, enough power at the registration desk and refreshments that can be served without delays. Use the attendee count as your starting point: prepare one water glass and one coffee cup per person, then add a 10% buffer for breakage and late arrivals. Check every cable, adapter and presentation file before the event day, not during speaker setup.

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What to bring

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

Furniture

Chairsqty 120
Tablesqty 18
Registration deskqty 2
Stoolsqty 8
Speaker table
Lectern

Equipment

Projectorqty 2
Projection screenqty 2
Presentation laptopqty 2
Wireless microphoneqty 3
Microphone standqty 2
Sound speakerqty 2
Mixer
HDMI cableqty 4
HDMI adapterqty 4
Power stripqty 8
Extension cordqty 8
Wi-Fi routerqty 2
USB sticksqty 10
Power banksqty 6

Tableware

Coffee cupsqty 120
Water glassesqty 120
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Coffee potsqty 6

Kitchen

Coolersqty 4
Kettlesqty 3
Coffee machinesqty 3
Thermos flasksqty 6
Serving utensilsqty 12
Cutting boardsqty 3
Bread knivesqty 3

Decorations

Name badgesqty 120
Badge holdersqty 120
Table numbersqty 18
Information boardsqty 8
Arrow stickersqty 30
Tableclothqty 18
Nameplate speakersqty 12

Cleaning

Waste binsqty 8
Trash bagsqty 100
Paper towelsqty 12
Cleaning glovesqty 6
Microfiber clothsqty 12
Bucketsqty 3
Mopsqty 3
Toilet paperqty 24

Catering

Groceries
- Coffee beans - 6 packs
- Tea bags - 250 pieces
- Decaffeinated coffee - 2 packs
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Coffee creamers - 6 tubs
- Granulated sugar - 3 kilos
- Sweeteners - 2 boxes
- Lemon slices - 3 kilos
- Spa Blue - 12 crates
- Spa Red - 6 crates
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Ice tea - 4 bottles
- Apple juice - 4 liter
- Orange juice - 4 liters
- White rolls - 150 pieces
- Brown rolls - 150 pieces
- Mini croissants - 150 pieces
- Unsalted butter - 3 kilo
- Young cheese - 4 kilos
- Aged cheese - 3 kilos
- Back ham - 3 kilos
- Chicken breast topping - 3 kilos
- Smoked salmon - 2 kilos
- Hummus - 3 kilos
- Cream cheese - 2 kilo
- Egg salad - 2 kilo
- Cucumber - 5 kilo
- Tomatoes - 5 kilos
- Lettuce - 12 heads
- Arugula - 1 kilo
- Bell peppers - 3 kilos
- Red onion - 1 kilo
- Apples - 15 kilo
- Bananas - 12 kilo
- Grapes - 8 kilos
- Mandarins - 8 kilos
- Mini muffins - 150 pieces
- Raisin buns - 100 pieces
- Muesli bars - 150 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Mixed nuts - 4 kilos
- Olives - 3 kg
- Tortilla chips - 6 bags
- Salsa - 6 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pesto - 2 jars
- Balsamic vinegar - 2 bottles
- Olive oil - 2 bottles
- Pepper - 500 grams
- Salt - 500 grams
- Italian herbs - 2 jars
- Pasta salad - 12 kilos
- Potato salad - 10 kilos
- Mixed green salad - 12 kilo
- Baguettes - 30 pieces
- Wraps - 150 pieces
- Chicken breast strips - 8 kilo
- Falafel - 6 kilo
- Grilled vegetables - 8 kilos
- Rice - 8 kilo
- Satay sauce - 4 liters
- Vegetarian sauce - 4 liters
- Vegan dressing - 3 liters
- Gluten-free rolls - 20 pieces
- Vegan sandwich spread - 3 kilo
- Vegetarian snacks - 100 pieces
- Gluten-free cookies - 50 pieces
- Vegan cookies - 50 pieces
- Napkins - 500 pieces
- Paper cups - 300 pieces
- Paper lunch bags - 130 pieces
- Cling film - 3 rolls
- Aluminum foil - 3 rolls
- Baking paper - 2 rolls
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Disinfectant wipes - 6 packs
- Paper towels - 12 rolls
- Hand soap - 6 bottles
- Toilet cleaner - 4 bottles

Tips

Prepare one name badge, one welcome folder and one USB stick per attendee or speaker who needs materials, plus 10% extra. Print badges only after the registration list is final, ideally 24 hours before doors open.
For a half-day congress, allow around 0.75 litres of water and two to three coffees per attendee. Chill bottled drinks or fill coolers at least two hours before registration starts.
Pack one HDMI cable, one HDMI adapter, one power strip and one extension cord for each presentation area, then bring at least two spare adapters and one spare cable for the whole venue.
Bring one wireless microphone for every active speaking area, plus a microphone stand and a tested presentation laptop. Load every collected presentation onto the laptop and a backup USB stick before the speakers arrive.
Set aside one power bank for roughly every 10 attendees who will be working or networking throughout the day. Test the Wi-Fi router, projector, screen, mixer and sound speakers during the venue check, at least 90 minutes before opening.

Frequently asked questions

What should I buy for an ICT Congress?: For each attendee, plan one coffee cup, one water glass, one plate and one cutlery set, with 10% extra. Add drinks, coffee supplies, name badges, welcome-folder materials and the cables, adapters and power supplies needed for every presentation area.
How much coffee and water do I need for a congress?: For a half-day ICT Congress, allow about 0.75 litres of water and two to three coffees per attendee. Increase the amount if the programme runs longer than four hours, and keep at least 10% extra cups and glasses available.
How many HDMI cables and adapters do I need for presentations?: Use one HDMI cable and one compatible adapter per presentation area, plus at least two spare adapters and one spare cable for the event. Test them with the presentation laptop during the venue check, no later than 90 minutes before the first session.
When should I prepare the congress shopping and equipment?: Buy or collect non-perishable supplies at least three days before the ICT Congress. Chill drinks two hours before registration, and test the projector, sound, microphones, Wi-Fi and presentation laptop at least 90 minutes before attendees arrive.

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