What you need for an international congress

An international congress needs more than chairs and a projector. You will need registration supplies, presentation and interpretation equipment, tableware, drinks and clearly labelled materials for participants and speakers. Use the confirmed participant count as your base quantity, then add a small buffer for last-minute arrivals and damaged items. Buy or collect consumables at least 1–2 days before the congress, and test technical equipment before the first session.

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What to bring

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

Furniture

Conference chairsqty 170
Tablesqty 28
Registration tablesqty 3
Speaker table
Stage sectionsqty 6
Coat racksqty 4

Equipment

Laptopsqty 3
Projectorsqty 3
Projection screensqty 3
Presentation clickersqty 3
Wireless microphonesqty 6
Microphone standsqty 3
Speakersqty 6
Mixing consolesqty 2
Extension cordsqty 8
Power stripsqty 12
HDMI cablesqty 8
HDMI adaptersqty 6
Interpreter casesqty 80
Interpreters' transmittersqty 4
Interpreter microphonesqty 4

Tableware

Coffee cupsqty 180
Water glassesqty 220
Wine glassesqty 180
Platesqty 220
Cutlery setsqty 220
Serving plattersqty 24
Coffee potsqty 12
Water jugsqty 16

Kitchen

Coffee machinesqty 4
Kettlesqty 4
Coolersqty 8
Ice containersqty 4
Serving spoonsqty 12
Serving tongsqty 8
Cutting boardsqty 4
Bread knivesqty 4

Decorations

Tableclothsqty 28
Stage backdropsqty 2
International flagsqty 12
Flower arrangementsqty 8

Lighting

LED spotlightsqty 8
Standing lampsqty 4

Catering

Name badgesqty 180
Badge holdersqty 180
Lanyardsqty 180
Congress foldersqty 180
Program leafletsqty 180
Pensqty 200
Notepadsqty 180
Table number cardsqty 30
Buffet labelsqty 30
Groceries
- Coffee beans - 8 packs
- Decaffeinated coffee - 2 packs
- Black tea - 4 boxes
- Green tea - 3 boxes
- Herbal tea - 3 boxes
- Chocolate milk - 12 liters
- Semi-skimmed milk - 20 liters
- Oat milk - 12 liters
- Soy milk - 6 liters
- Sugar - 5 kilograms
- Sweeteners - 4 boxes
- Lemons - 5 kilograms
- Still water - 120 bottles
- Sparkling water - 120 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Tonic - 12 bottles
- Apple juice - 18 liters
- Orange juice - 18 liters
- Alcohol-free beer - 48 bottles
- Beer - 120 bottles
- White wine - 24 bottles
- Red wine - 18 bottles
- Prosecco - 12 bottles
- Coffee cream - 6 liters
- Unsalted butter - 4 kilograms
- Whole wheat bread - 24 loaves
- White bread - 18 loaves
- Mini rolls - 450 pieces
- Croissants - 180 pieces
- Wholegrain rolls - 180 pieces
- Young cheese - 8 kilograms
- Aged cheese - 6 kilograms
- Cream cheese - 5 kilogram
- Hummus - 5 kilogram
- Herb cheese - 3 kilograms
- Turkey breast - 5 kilograms
- Roast beef - 4 kilogram
- Smoked salmon - 3 kilogram
- Egg salad - 4 kilogram
- Cucumbers - 8 kilograms
- Tomatoes - 10 kilogram
- Lettuce - 12 heads
- Bell peppers - 6 kilograms
- Arugula - 3 kilograms
- Avocados - 40 pieces
- Red onions - 3 kilogram
- Carrots - 5 kilograms
- Potatoes - 25 kilogram
- Rice - 12 kilogram
- Pasta - 10 kilogram
- Chicken breast - 18 kilograms
- Chickpeas - 8 kilograms
- Lentils - 6 kilograms
- Vegetable stock - 4 liters
- Tomato sauce - 8 liters
- Coconut milk - 8 liters
- Mayonnaise - 4 liters
- Ketchup - 3 liters
- Mustard - 2 liters
- Olive oil - 4 liters
- Sunflower oil - 3 liters
- Balsamic vinegar - 2 liters
- Salt - 2 kilograms
- Black pepper - 500 grams
- Paprika powder - 500 grams
- Curry powder - 500 grams
- Italian herbs - 300 gram
- Garlic - 1 kilogram
- Parsley - 10 bunches
- Basil - 10 bunches
- Apples - 180 pieces
- Bananas - 120 pieces
- Grapes - 15 kilograms
- Oranges - 100 pieces
- Melons - 12 pieces
- Yogurt - 15 kilograms
- Muesli - 6 kilograms
- Mixed nuts - 4 kilograms
- Raisins - 2 kilograms
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Olives - 4 kilograms
- Mixed nuts - 4 kilograms
- Cookies - 12 kilogram
- Brownies - 180 pieces
- Mini muffins - 180 pieces
- Napkins - 1000 pieces
- Paper lunch bags - 180 pieces
- Plastic wrap - 4 rolls
- Aluminum foil - 4 rolls
- Baking paper - 4 rolls
- Dish soap - 4 bottles
- Dishwasher tablets - 120 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- All-purpose cleaner - 6 bottles
- Disinfectant spray - 4 bottles
- Hand soap - 12 bottles
- Hand sanitizer - 12 bottles
- Garbage bags - 120 pieces
- Paper cups - 300 pieces
Clothes hangersqty 180
Directional signsqty 24
Table numbersqty 30
Visitor wristbandsqty 180

Cleaning

Waste binsqty 12
Cleaning bucketsqty 4
Mopsqty 4
Broom setsqty 3
Cleaning glovesqty 12

Tips

Plan name badges, printed programmes and volunteer instructions for every confirmed participant, plus 5–10% extra. Keep spare blank badges and markers at the registration desk for late registrations or spelling changes.
For a full-day congress, allow at least 2–3 coffee servings and 1–1.5 litres of water per person. Prepare water jugs and glasses for the speaker table before each session, not only at the catering break.
Match the AV kit to the programme: provide one presentation laptop per active room, one clicker per room, and at least one HDMI adapter for each common laptop connection. Keep two spare HDMI cables and extension cords available.
If sessions are multilingual, count interpreter microphones, transmitters and interpreter cases by room and language channel. Test every channel with the interpreters before doors open; a last-minute audio problem is difficult to fix during registration.
Order tableware from the final catering count, including coffee cups, water glasses, plates and cutlery. Add 10% extra for break areas, speakers and replacements, and confirm the final quantity with the caterer at least 48 hours before the event.

Frequently asked questions

What should I buy for an international congress?: Plan supplies in five groups: registration materials, AV equipment, interpretation equipment, tableware and drinks. Base quantities on the final participant count, then add 5–10% for badges, printed materials, glasses and cutlery.
How much water and coffee do I need per congress attendee?: For a full-day programme, allow 1–1.5 litres of water and 2–3 coffee servings per person. Add around 10% if the venue has limited refill access or the programme includes several long breaks.
How many spare cables and adapters should I bring to a conference?: Bring at least two spare HDMI cables and two HDMI adapters for each presentation room, plus extension cords and power strips. Check every speaker laptop connection during the technical presentation check, no later than the day before.
When should I buy supplies for an international congress?: Buy non-perishable materials 3–7 days beforehand and collect or order catering-related items at least 48 hours before the event. Chill drinks and prepare registration materials 1 day before, leaving time for a final count check.

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