Medical Congress Shopping List

Use this shopping list to prepare the physical supplies for a medical congress, from registration materials and name badges to presentation equipment and coffee service. Plan supplies around the number of delegates, speakers and rooms rather than buying everything in the same quantity. Registration items are easy to underestimate, while cables, adapters and chargers are often needed only when setup has already started. Check the final participant list and dietary requirements before collecting groceries and confirming catering quantities.

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What to bring

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

Furniture

Chairsqty 180
Congress tablesqty 24
Registration tablesqty 3
Speaker chairsqty 8
Dressing room tablesqty 4
Buffet tablesqty 8
Coat racksqty 4

Equipment

Laptopsqty 3
Projectorsqty 2
Projection screensqty 2
Wireless microphonesqty 4
Microphone standsqty 2
Presentation clickersqty 3
HDMI cablesqty 4
HDMI adaptersqty 4
Extension cordsqty 8
Power stripsqty 8
Laptop chargersqty 4
Power banksqty 4

Registration

Badge holdersqty 180
Lanyardsqty 180
Clipboardsqty 6
Ballpoint pensqty 60
Name stickersqty 30
Printer paperqty 2
Color highlightersqty 12
Staplersqty 2
Letter openersqty 2
Presentation foldersqty 12

Tableware

Coffee cupsqty 180
Water glassesqty 180
Wine glassesqty 180
Dinner platesqty 180
Dessert platesqty 180
Cutlery setsqty 180
Serving spoonsqty 20
Coffee potsqty 8
Thermos flasksqty 10
Serving plattersqty 20
Serving tongsqty 12
Water carafesqty 20

Kitchen

Coolersqty 6
Ice containersqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Food tongsqty 8
Food containersqty 20
Aluminum foilqty 4
Cling filmqty 4

Decorations

Conference bannersqty 4
Directional signsqty 12
Table card holdersqty 24
Table runnersqty 12

Lighting

LED table lampsqty 12

Cleaning

Waste binsqty 12
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 3
Glovesqty 12

Catering

Groceries
- Coffee beans - 6 kilo
- Black tea - 300 bags
- Herbal Tea - 150 bags
- Sugar sticks - 500 pieces
- Milk cups - 400 pieces
- Oat milk - 12 liters
- Semi-skimmed milk - 12 liters
- Coffee pastries - 220 pieces
- Unsalted butter - 2 kilos
- Jam - 6 jars
- Honey - 4 jars
- Still mineral water - 120 bottles
- Sparkling mineral water - 60 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Orange soda - 12 bottles
- Apple juice - 12 liters
- Orange juice - 18 liters
- Lemons - 3 kilos
- Ice cubes - 30 kilo
- Mini cucumbers - 8 kilos
- Cherry tomatoes - 8 kilo
- Carrots - 6 kilos
- Bell peppers - 6 kilos
- Grapes - 8 kilos
- Apples - 12 kilos
- Bananas - 10 kilo
- Melons - 6 pieces
- Mixed nuts - 4 kilos
- Rice crackers - 3 kilos
- Olives - 3 kg
- Hummus - 5 kilos
- Cream cheese - 4 kilo
- Young cheese - 8 kilos
- Brie - 4 kilo
- Smoked chicken breast - 5 kilo
- Smoked salmon - 3 kilos
- Hummus wraps - 80 pieces
- Wholemeal bread - 18 loaves
- White rolls - 180 pieces
- Wholemeal rolls - 120 pieces
- Gluten-free rolls - 20 pieces
- Butter serving tubs - 200 pieces
- Mayonnaise - 3 liters
- Mustard - 2 liters
- Pesto sauce - 2 liters
- Balsamic vinegar - 1 liter
- Olive oil - 2 liters
- Salt - 1 kilo
- Black pepper - 500 grams
- Italian herbs - 250 grams
- Mixed salad - 18 kilo
- Cucumber Salad - 10 kilo
- Pasta salad - 18 kilos
- Potato salad - 15 kilos
- Grilled vegetables - 12 kilos
- Chicken breast - 24 kilos
- Salmon fillet - 12 kilos
- Vegetarian vegetable burgers - 50 pieces
- Rice - 12 kilo
- Potato croquettes - 15 kilos
- Dinner rolls - 220 pieces
- Garlic sauce - 3 liters
- Tomato sauce - 5 liters
- Chocolate mousse - 180 portions
- Fresh fruit dessert - 180 portions
- Coffee cream - 6 liters
- Red wine - 36 bottles
- White wine - 36 bottles
- Non-alcoholic beer - 72 bottles
- Beer - 144 bottles
- Napkins - 600 pieces
- Paper towels - 12 rolls
- Toilet paper - 36 rolls
- Trash bags - 60 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 10 packs
- Hand soap - 8 bottles
- Hand sanitizer gel - 12 bottles

Tips

Prepare one name badge, lanyard and badge holder for every registered participant, then add at least 5% spare sets for late registrations, damaged badges and speaker changes.
Pack a separate technical kit for each presentation room: laptop, projector, screen, clicker, HDMI cable, suitable adapter, charger, extension cord and power strip. Test every combination before the first session.
Set aside registration supplies in quantities based on attendance: clipboards and pens for the registration desk, printer paper for last-minute badges, and highlighters for checking the participant list. Keep one stapler and letter opener at each active desk.
Print programs and route signs after the program and room assignments are final. Bring spare copies for roughly 10% of attendees, because programs are commonly lost or left in meeting rooms.
For coffee service, count cups and other tableware for every break and add 10% extra. Chill drinks before doors open, and keep power banks available for speakers and staff who need to stay reachable throughout the congress.

Frequently asked questions

What do I need for a medical congress registration desk?: Plan one registration table for each busy entrance point, plus badge holders, lanyards, clipboards and pens for the expected attendance. Add name stickers and printer paper for at least 5% more badges than the confirmed participant count. Keep a stapler, letter opener and highlighters at the desk for list checks and document handling.
How many name badges should I prepare for a medical congress?: Prepare one complete badge set per registered participant, speaker and staff member who needs identification. Add 5% spare sets, or at least 10 extra when attendance is high enough for that calculation to exceed 10. Print the final batch 1–2 days before the congress, then keep blank materials for late changes.
What technical equipment is needed for medical congress presentations?: Each presentation room needs a laptop, projector, projection screen, presentation clicker, HDMI cable, the required HDMI adapters, a charger, extension cord and power strip. Provide one wireless microphone per active speaking position, with microphone stands where speakers will not hold them. Test equipment in every room at least 2 hours before the first session.
How much coffee and catering should I buy for a medical congress?: Base catering quantities on confirmed registrations and collected dietary requirements, then add about 5–10% for late arrivals and staff. For coffee breaks, plan at least one cup per attendee per break and keep 10% extra cups available. Confirm final quantities with the caterer 2–3 days before the congress and chill drinks before setup.

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