What you need for a legal congress
A legal congress needs more than chairs and a projector. You need a reliable registration setup, working presentation equipment, refreshments, tableware and backup options for speakers. Plan quantities from the attendee count, then add a small buffer for late registrations and replacements. Check dietary requirements before ordering catering, and test every cable, adapter and microphone before the first session. This list helps you gather the physical supplies without overlooking the small items that can delay registration or a presentation.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Chairsqty 90
- Tablesqty 14
- Registration deskqty 2
- Speaker table
- Stage sectionsqty 4
- Stoolsqty 4
Equipment
- Projectorqty 2
- Projection screenqty 2
- Laptopqty 2
- HDMI cablesqty 4
- HDMI adaptersqty 4
- Wireless microphonesqty 4
- Microphone standsqty 2
- Speakersqty 2
- Audio mixer
- Presentation clickerqty 2
- Power stripsqty 8
- Extension cordsqty 8
- Gaffer tapeqty 4
- USB sticksqty 4
- Wi-Fi hotspot
Tableware
- Coffee cupsqty 100
- Water glassesqty 120
- Wine glassesqty 100
- Platesqty 120
- Cutlery setsqty 120
- Serving plattersqty 12
- Serving tongsqty 8
Kitchen
- Coffee machinesqty 3
- Kettlesqty 3
- Thermos flasksqty 6
- Food warmersqty 6
- Coolersqty 4
- Cutting boardsqty 4
- Chef's knifeqty 4
- Serving plattersqty 12
- Storage binsqty 12
- Kitchen scale
Decorations
- Company flagsqty 4
- Tablecloth setsqty 14
- Name badge holdersqty 100
- Badge lanyardsqty 100
- Menu standsqty 10
- Wayfinding signsqty 12
- Arrow stickersqty 30
- Flip chartsqty 3
- Flip chart paperqty 6
- Markersqty 12
- Ballpoint pensqty 120
- Notepadsqty 100
Lighting
- LED floor lampsqty 4
Cleaning
- Waste binsqty 10
- Broomqty 2
- Dustpan and brushqty 2
- Mopsqty 3
- Bucketsqty 3
- Cleaning glovesqty 8
- Microfiber clothsqty 20
Catering
- Groceries
- Coffee beans - 4 kilograms
- Black tea - 4 boxes
- Herbal tea - 2 boxes
- Decaf coffee - 1 kilogram
- Semi-skimmed milk - 12 liters
- Oat milk - 8 liters
- Coffee cream - 6 packs
- White sugar - 2 kilogram
- Sweetener - 2 boxes
- Honey - 2 jars
- Lemons - 2 kilograms
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Ginger beer - 4 bottles
- Apple juice - 6 packs
- Orange juice - 8 packs
- Tonic - 4 bottles
- Beer - 120 bottles
- Alcohol-free beer - 48 bottles
- White wine - 12 bottles
- Rosé - 8 bottles
- Red wine - 6 bottles
- Bubbles - 6 bottles
- Ice cubes - 20 kilograms
- Mini quiches - 160 pieces
- Vegetarian mini quiches - 40 pieces
- Chicken Wraps - 120 pieces
- Vegetarian wraps - 60 pieces
- Hummus - 3 kilograms
- Cream cheese - 2 kilograms
- Mild cheese - 3 kilograms
- Aged cheese - 3 kilograms
- Smoked chicken breast - 2 kilograms
- Smoked salmon - 1 kilogram
- Whole wheat bread - 12 loaves
- White rolls - 120 pieces
- Whole grain buns - 80 pieces
- Croissants - 100 pieces
- Unsalted butter - 2 kilograms
- Strawberry jam - 3 jars
- Peanut butter - 3 jars
- Mayonnaise - 2 bottles
- Mustard - 2 bottles
- Ketchup - 2 bottles
- Pesto - 4 jars
- Olive oil - 2 bottles
- Balsamic vinegar - 1 bottle
- Mixed lettuce - 8 kilograms
- Cucumbers - 5 kilogram
- Tomatoes - 8 kilograms
- Bell peppers - 4 kilograms
- Red onions - 2 kilograms
- Carrots - 4 kilograms
- Corn - 12 cans
- Chickpeas - 12 cans
- Feta cheese - 3 kilogram
- Parmesan cheese - 1 kilogram
- Pasta - 12 kilograms
- Pesto cream sauce - 8 liters
- Tomato sauce - 8 liters
- Grilled vegetables - 8 kilograms
- Chicken breast - 12 kilograms
- Vegetarian meatballs - 8 kilograms
- Potato salad - 10 kilogram
- Baguettes - 20 pieces
- Garlic butter - 3 kilogram
- Vegetable stock - 4 liters
- Salt - 1 kilogram
- Black pepper - 500 grams
- Paprika powder - 250 gram
- Italian herbs - 250 grams
- Chili flakes - 100 grams
- Mixed nuts - 4 kilograms
- Paprika chips - 3 kilograms
- Plain chips - 3 kilograms
- Olives - 3 kilograms
- Grapes - 5 kilograms
- Apples - 8 kilograms
- Bananas - 6 kilograms
- Brownies - 120 pieces
- Mini muffins - 120 pieces
- Fresh fruit - 8 kilograms
- Whipped cream - 3 liters
- Napkins - 500 pieces
- Paper coffee filters - 2 packs
- Stirrers - 500 pieces
- Wooden cocktail sticks - 300 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 40 pieces
- Dish soap - 3 bottles
- Dishwasher tablets - 60 pieces
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Tissues - 12 boxes
Tips
- Prepare 5–10% extra name badges, printed programmes and tableware beyond the confirmed attendee count. Late registrations and damaged items are easier to handle when you have spares on site.
- For coffee, water and other refreshments, confirm the final headcount with the caterer 3–5 working days before the congress. Include speakers, hosts and staff in the catering total, not just registered delegates.
- Pack at least 1 spare HDMI adapter, 1 extra presentation clicker and 2 USB sticks for slide backups. Speakers often arrive with a different laptop connection or an updated presentation.
- Bring enough power strips and extension cords to reach the registration desk, speaker table and AV position, then secure cable runs with gaffer tape before guests arrive. A 30-minute technical check prevents avoidable interruptions.
- Set aside a clearly labelled kit for registration: printed badge details, spare badges, pens and the participant list. Put it at the registration desk at least 45 minutes before doors open so the first arrivals do not wait.
Frequently asked questions
- What do I need for a legal congress?
- Plan seating and tables, a registration desk, a speaker table, projector and screen, laptop, HDMI cables and adapters, microphones, speakers and power supplies. You also need name badges, printed programme booklets, coffee and water service, tableware, presentation backups and any catering items required by the final headcount.
- How much catering should I order for a legal congress?
- Order for every registered participant, speaker, host and member of the organising team. Confirm the quantity 3–5 working days before the event, then allow roughly 5–10% extra for late registrations and replacements.
- How many microphones do I need for a legal congress?
- Provide at least 1 microphone for the host and 1 for the main speaker position. For audience questions, add 1 roaming wireless microphone per room with active discussion, and test the full set at least 60 minutes before the first session.
- When should I prepare the congress shopping list?
- Create the first list 2–3 weeks before the congress, when the programme, room setup and equipment needs are clear. Recheck it 3–5 working days before the event after registrations, dietary requirements and catering quantities have been updated.
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