What you need for an Innovation Congress
An Innovation Congress needs more than chairs and coffee. You will need a clear registration setup, presentation equipment, reliable power, serving tableware and practical items for speakers and guests. Use the planned attendance to calculate quantities: provide one chair and one printed badge per attendee, plus extra tableware for catering and water breaks. Check dietary requirements before ordering food, and confirm that every delivery arrives before the venue opens.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Chairsqty 180
- Foldable tablesqty 24
- Registration deskqty 2
- Buffet tablesqty 6
- Speaker table
- Stage sectionsqty 4
- Stoolsqty 6
- Coat racksqty 4
Tableware
- Coffee cupsqty 180
- Water glassesqty 240
- Wine glassesqty 180
- Platesqty 220
- Forksqty 220
- Knivesqty 220
- Spoonsqty 220
- Serving plattersqty 20
- Serving tongsqty 12
Equipment
- Projectorqty 2
- Projection screenqty 2
- Laptopqty 2
- Presentation clickerqty 2
- Wireless microphonesqty 4
- Microphone standsqty 2
- Speakersqty 4
- Mixer
- Extension cordsqty 8
- Power stripsqty 8
- Charging stationsqty 3
- Wi-Fi hotspot
- Flip chartsqty 4
- Markersqty 24
- Laser pointerqty 2
Decorations
- Congress bannersqty 4
- Flagsqty 8
- Centerpiecesqty 24
- Name card holdersqty 180
- Directional signsqty 12
- Adhesive stripsqty 4
Lighting
- LED light barsqty 8
- Table lampsqty 12
Kitchen
- Coffee machinesqty 4
- Kettlesqty 3
- Thermos flasksqty 12
- Coolersqty 6
- Ice cube traysqty 6
- Cutting boardsqty 6
- Chef’s knives and bread knivesqty 8
- Serving traysqty 16
- Ice packsqty 24
Cleaning
- Waste binsqty 12
- Vacuum cleanerqty 2
- Mopsqty 4
- Bucketsqty 4
- Cleaning glovesqty 8
Catering
- Groceries
- Coffee beans - 6 packs
- Decaffeinated coffee - 2 packs
- Black tea - 4 boxes
- Herbal tea - 3 boxes
- Green tea - 2 boxes
- Hot chocolate - 4 liters
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Sugar - 3 kilograms
- Sweeteners - 2 boxes
- Spa Blauw - 180 bottles
- Spa Rood - 60 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Ice tea - 18 bottles
- Tonic - 12 bottles
- Ginger beer - 12 bottles
- Apple juice - 12 liters
- Orange juice - 12 liters
- Alcohol-free beer - 48 bottles
- Pilsener - 120 bottles
- White wine - 18 bottles
- Red wine - 12 bottles
- Rosé - 12 bottles
- Sparkling wine - 8 bottles
- Ice cubes - 20 kilograms
- Mini croissants - 200 pieces
- Mini cheese rolls - 150 pieces
- Whole wheat bread - 12 loaves
- White bread - 8 loaves
- Multigrain bread - 8 loaves
- Bread rolls - 180 pieces
- Mini wraps - 120 pieces
- Unsalted butter - 2 kilograms
- Cream cheese - 3 kilograms
- Young cheese - 5 kilogram
- Brie - 3 kilograms
- Smoked chicken breast - 3 kilogram
- Smoked salmon - 2 kilogram
- Hummus - 3 kilograms
- Egg salad - 2 kilograms
- Cucumbers - 20 pieces
- Tomatoes - 5 kilograms
- Arugula - 1 kilogram
- Mixed salad - 3 kilograms
- Bell peppers - 3 kilograms
- Red onion - 1 kilogram
- Olives - 3 kilograms
- Sun-dried tomatoes - 1 kilogram
- Herb butter - 2 kilograms
- Mayonnaise - 2 liter
- Mustard - 1 liter
- Pesto - 1,5 kilogram
- Balsamic vinegar - 1 liter
- Olive oil - 2 liters
- Salt - 500 grams
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Chives - 250 grams
- Basil - 250 gram
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Salt sticks - 8 bags
- Mixed nuts - 4 kilograms
- Rice cakes - 6 packs
- Apples - 120 pieces
- Bananas - 100 pieces
- Grapes - 8 kilograms
- Mandarins - 8 kilograms
- Lemons - 3 kilogram
- Mini muffins - 180 pieces
- Brownies - 150 pieces
- Cookies - 12 packs
- Vegan mini sandwiches - 60 pieces
- Gluten-free sandwich rolls - 30 pieces
- Vegan cream cheese - 1 kilogram
- Vegan cheese - 1 kilogram
- Gluten-free crackers - 6 packs
- Dish soap - 4 bottles
- Dishwasher tablets - 60 pieces
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Napkins - 500 pieces
- Nitrile gloves - 4 boxes
- Trash bags - 100 pieces
- Freezer bags - 2 boxes
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 2 rolls
- Hand soap - 8 bottles
- Hand sanitizer - 8 bottles
Tips
- Order one name badge, one program brochure and one seat per registered attendee, then add 5–10% spare copies and chairs for late registrations or damaged materials.
- For a coffee and water break, plan 2–3 coffee cups and 2–3 water glasses per person across the day. Add plates, forks, knives and spoons according to the number of meals and desserts being served.
- Match the audio setup to the room: use one wireless microphone for the host, one per active speaker or panel position, and keep at least two spare microphone batteries on hand.
- Bring one presentation laptop, one clicker and one adapter set for the main room. Test the projector, screen, speakers and mixer before guests arrive, not during the first session.
- Calculate power before setup: use power strips and extension cords for the laptop, projector, charging stations and audio equipment, while keeping cables away from registration and walking routes.
Frequently asked questions
- What should I buy for an Innovation Congress?
- Plan for registration materials, program brochures, name badges, catering, coffee cups, water glasses, plates and cutlery. You will also need a projector, screen, presentation laptop, clicker, microphones, speakers, mixer, power strips and extension cords.
- How many chairs and tables do I need for an Innovation Congress?
- Provide one chair per registered attendee, plus 5–10% extra if space allows. Add foldable tables for registration, the buffet, speakers and equipment; the exact number depends on the room layout and catering format.
- How much tableware do I need per congress guest?
- For an all-day congress, allow 2–3 coffee cups and 2–3 water glasses per person, with extra glasses for speakers and staff. Order plates, forks, knives and spoons for every planned meal, plus 10% spare tableware.
- When should I check the Innovation Congress equipment?
- Test the projector, screen, laptop, clicker, microphones, speakers, mixer and Wi-Fi hotspot at least 2 hours before doors open. Receive and check catering, furniture and technical deliveries before registration begins.
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