What to Buy for a Media Congress

A Media Congress needs more than chairs and a projector. You will need a clear setup for registration, reliable presentation equipment, enough tableware for catering, and practical items that keep speakers and attendees moving through the day. Use the confirmed participant list and dietary requirements to set quantities, then add a small buffer before placing orders. Check cables, adapters and power supplies at least one day before the congress—not when the first speaker is ready.

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What to bring

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

Furniture

Congress tablesqty 12
Chairsqty 130
Registration deskqty 2
Buffet tablesqty 6
High tablesqty 10
Speaker chairsqty 6
Coat racksqty 3
Waste binsqty 8

Equipment

Projectorqty 2
Projection screenqty 2
Laptopsqty 3
HDMI cablesqty 4
HDMI adaptersqty 4
Wireless microphonesqty 4
Microphone standsqty 3
Speakersqty 4
Mixer
Presentation clickersqty 3
Extension cordsqty 8
Power stripsqty 8
Cable traysqty 12
Power banksqty 4

Tableware

Coffee cupsqty 130
Water glassesqty 150
Wine glassesqty 130
Dinner platesqty 130
Dessert platesqty 130
Forksqty 150
Knivesqty 150
Spoonsqty 150
Serving plattersqty 16

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Serving spoonsqty 12
Cutting boardsqty 4

Decorations

Congress bannersqty 4
Tablecloth setsqty 12
Directional signsqty 12
Menu card holdersqty 12

Lighting

LED spotlightsqty 6
Mood lightingqty 4

Cleaning

Cleaning bucketsqty 4
Mopsqty 4
Broom setsqty 3
Glovesqty 12
Towelsqty 12

Catering

Groceries
- Coffee beans - 4 packs
- Tea bags - 250 pieces
- Decaf coffee - 1 pack
- Chocolate milk - 12 liters
- Semi-skimmed milk - 18 liters
- Oat milk - 8 liters
- Sugar - 3 kilos
- Sweeteners - 2 boxes
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 60 bottles
- Spa Red - 24 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Non-alcoholic beer - 24 bottles
- Pils - 96 bottles
- White wine - 18 bottles
- Red wine - 12 bottles
- Prosecco - 8 bottles
- Ice cubes - 20 kilo
- Mini croissants - 160 pcs
- Mini chocolate croissants - 120 pieces
- Whole wheat bread - 12 loaves
- White bread - 8 loaves
- Multigrain bread - 8 loaves
- Unsalted butter - 2 kilos
- Cream cheese - 2 kilo
- Young cheese - 4 kilos
- Aged cheese - 3 kilos
- Back ham - 3 kilos
- Chicken breast topping - 3 kilos
- Hummus - 2 kilos
- Peanut butter - 3 jars
- Jam - 4 jars
- Cucumbers - 12 pieces
- Tomatoes - 5 kilos
- Lettuce - 8 heads
- Bell peppers - 3 kilos
- Apples - 12 kilos
- Bananas - 8 kilos
- Grapes - 8 kilos
- Mandarins - 8 kilos
- Yogurt - 12 liters
- Muesli - 4 kilos
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Nut mix - 6 kilos
- Olives - 4 kilos
- Mini wraps - 240 pieces
- Smoked salmon - 2 kilos
- Herb cream cheese - 2 kilos
- Chicken breast strips - 6 kilo
- Falafel - 5 kilos
- Couscous - 5 kilos
- Arugula - 2 kilos
- Cherry tomatoes - 4 kilos
- Feta - 3 kilo
- Cucumber salad - 4 kilos
- Pasta salad - 8 kilo
- Green salad - 8 kilos
- Potato salad - 6 kilos
- Sandwiches - 160 pieces
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 3 jars
- Balsamic vinegar - 2 bottles
- Olive oil - 3 bottles
- Salt - 2 packs
- Pepper - 2 jars
- Paprika powder - 2 jars
- Garlic powder - 2 jars
- Lemon juice - 2 bottles
- Brownies - 140 pieces
- Mini muffins - 140 pieces
- Apple pie slices - 120 pieces
- Whipped cream - 12 aerosol cans
- Sugar-free cookies - 8 packs
- Gluten-free rolls - 20 pieces
- Vegan sandwiches - 20 pieces
- Trash bags - 3 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Hand soap - 8 bottles
- Disinfecting wipes - 8 packs
- Napkins - 500 pieces
- Coffee filters - 3 packs
- Paper cups - 250 pieces
- Stirrers - 300 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Diet meal labels - 40 pieces
- Printer paper - 2 packs
- Name badges - 140 pieces
- Lanyards - 140 pieces
- Pens - 150 pieces
- Notepads - 140 pieces

Tips

Base coffee cups, water glasses and plates on the confirmed attendee count, then add 10% to cover breakage, seconds and late arrivals. Keep separate quantities for coffee service, lunch and dessert.
Prepare one registration setup with the desk, participant list, name badges and pens at least 30 minutes before doors open. Keep spare badges and a few blank ones nearby for last-minute corrections.
For every presentation laptop, check the required HDMI cable and adapter in advance. Test the projector, screen, clicker and microphones together before the opening session, not only one item at a time.
Count microphone stands, wireless microphones, speakers and the mixer against the final program. A panel with four speakers may need more microphone capacity than a standard presentation, especially if questions come from the room.
Buy or collect the easily forgotten infrastructure early: extension cords, power strips, cable trays, power banks, coat racks and waste bins. Place cable trays before attendees arrive and keep spare charging capacity at registration or in the speaker area.

Frequently asked questions

How much tableware do I need for a Media Congress?: Use the confirmed attendee count as the base and add 10% for coffee cups, water glasses, plates, forks, knives and spoons. If dessert is served separately, count dessert plates for the same total rather than reusing lunch plates.
How many drinks should I buy for a one-day Media Congress?: Plan two to three drinks per person for the first hour, then one to two drinks per person for each additional hour. Confirm the catering quantities after registrations close and allow at least 10% extra for speakers, staff and late arrivals.
When should I check the projector and HDMI cables?: Test the projector, screen, laptops, HDMI cables, adapters and presentation clickers at least one day before the congress. Repeat a short check 60 minutes before the first session starts.
What should I prepare for conference registration?: Set up the registration desk at least 30 minutes before arrival time with the exported participant list, printed name badges, spare blank badges and writing materials. Keep the final list available offline in case the venue Wi-Fi fails.

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