What You Need for a Members Congress

Use this shopping list to prepare the practical side of a Members Congress, from registration and catering to presentations and power. Plan tableware by your confirmed guest count, then add a small buffer for breakage and unexpected arrivals. Presentation equipment needs checking before the day, especially HDMI cables, microphones, power strips and charging cables. Keep registration supplies, name badges and printed programmes together so the reception desk can open without a last-minute search.

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What to bring

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

Furniture

Congress tablesqty 12
Chairsqty 110
Registration desk
Buffet tablesqty 4
Speaker chairsqty 4
Coat racksqty 2
Clothes hangersqty 120
Foldable tablesqty 2

Tableware

Coffee cupsqty 120
Water glassesqty 120
Wine glassesqty 120
Platesqty 130
Dessert platesqty 120
Knivesqty 130
Forksqty 130
Spoonsqty 130
Coffee spoonsqty 120
Serving utensilsqty 20

Equipment

Laptopqty 2
Projector
Projection screen
Wireless microphonesqty 2
Microphone stand
Presentation clicker
HDMI cablesqty 3
Extension cordsqty 6
Power stripsqty 6
Charging cablesqty 4
Power banksqty 2

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Food warmersqty 6
Coolersqty 4
Ice cube traysqty 4
Cutting boardsqty 4
Kitchen knivesqty 4
Small bowlsqty 20
Serving plattersqty 12
Serving jugsqty 8
Serving spoonsqty 12

Decorations

Name card holdersqty 110
Tableclothsqty 16
Flower arrangementsqty 8
Welcome sign
Directional signsqty 8
Pen holdersqty 6

Lighting

Table lampsqty 8

Cleaning

Waste binsqty 8
Cleaning bucketsqty 3
Mopsqty 3
Broom setsqty 2
Dustpan and brushqty 2

Catering

Groceries
- Coffee beans - 3 kilograms
- Decaf coffee - 500 grams
- Black tea - 200 bags
- Herbal tea - 100 bags
- Sugar - 2 kilograms
- Sweeteners - 200 pieces
- Milk - 12 liters
- Oat milk - 6 liters
- Lemons - 2 kilograms
- Spa Blue - 10 crates
- Spa Rood - 4 crates
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Fanta Orange - 4 bottles
- Ice tea - 4 bottles
- Apple juice - 4 packs
- Orange juice - 6 cartons
- Tonic - 3 bottles
- Beer - 8 crates
- Alcohol-free beer - 3 cases
- White wine - 18 bottles
- Red wine - 12 bottles
- Alcohol-free wine - 6 bottles
- Prosecco - 8 bottles
- Paper straws - 150 pieces
- Ice cubes - 20 kilograms
- Baguettes - 20 pieces
- Whole grain bread - 8 loaves
- Mini croissants - 120 pieces
- Mini rolls - 150 pieces
- Unsalted butter - 2 kilograms
- Mild cheese - 3 kilograms
- Brie - 2 kilograms
- Hummus - 2 kilograms
- Cream cheese - 2 kilograms
- Cooked ham - 2 kilograms
- Smoked chicken breast - 2 kilograms
- Smoked salmon - 1 kilogram
- Cucumbers - 3 kilograms
- Tomatoes - 4 kilogram
- Arugula - 1 kilogram
- Bell peppers - 2 kilograms
- Olives - 2 kilograms
- Grapes - 5 kilograms
- Apples - 100 pieces
- Bananas - 100 pieces
- Mandarins - 8 kilograms
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted nuts - 5 kilograms
- Mini meatballs - 6 kilograms
- Vegetarian bitterballen - 4 kilograms
- Cheese sticks - 4 kilogram
- Mixed olives - 3 kilogram
- Snack sauce - 3 liters
- Mayonnaise - 2 liter
- Ketchup - 2 liters
- Mustard - 1 liter
- Pesto - 1 kilogram
- Dip sauce - 3 liter
- Mixed salad - 8 kilograms
- Pasta salad - 10 kilogram
- Raw vegetable salad - 6 kilograms
- Potato salad - 8 kilograms
- Baguette - 25 pieces
- Herb butter - 3 kilograms
- Chicken breast - 12 kilograms
- Vegetarian lasagne - 8 kilograms
- Rice - 8 kilograms
- Vegetable curry - 10 kilograms
- Roasted vegetables - 10 kilograms
- Gravy - 6 liters
- Tiramisu - 8 kilograms
- Vegan chocolate mousse - 5 kilograms
- Whipped cream - 3 liters
- Coffee spoons - 150 pieces
- Napkins - 500 pieces
- Paper cups - 250 pieces
- Paper plates - 150 pieces
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 3 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Hand soap - 6 dispensers
- Hand sanitizer - 6 bottles
- All-purpose cleaner - 4 bottles
- Dish soap - 3 bottles
- Rinse aid - 2 bottles
- Dishwasher tablets - 100 pieces
- Sponges - 12 pieces
- Microfiber cloths - 20 pieces
- Rubber gloves - 6 pairs
- Labels - 200 pieces
- Diet meals - 12 pieces

Tips

For tableware, count one plate, dessert plate, knife, fork and spoon per registered guest, then add 10% extra. Plan two coffee cups and two water glasses per person if the congress includes a morning break and lunch.
Allow one registration desk, at least one laptop and enough printed name badges for every attendee, speaker and organiser. Keep blank badges available for late registrations or spelling corrections.
Test the projector, projection screen, laptop, presentation clicker and every HDMI cable at least one day before the congress. Bring a spare cable and power bank rather than relying on a single connection.
Count microphones by session format: one wireless microphone for the presenter and one for questions is a practical starting point. Include a microphone stand if speakers need to present without holding one.
Order or collect catering only after dietary requirements and final registrations are checked. Confirm the delivery time at least 48 hours beforehand, and make sure buffet tables, serving utensils, plates and glasses are ready before doors open.

Frequently asked questions

What tableware do I need for a Members Congress?: For each guest, plan one dinner plate, dessert plate, knife, fork and spoon. Add 10% extra, and provide two coffee cups and two water glasses per person when the programme includes refreshments and lunch.
How much presentation equipment is needed for a Members Congress?: At minimum, prepare one laptop, one projector, one projection screen and one presentation clicker for the main room. Have at least two HDMI cables, two power strips and enough extension cords to reach every device safely.
When should I confirm catering for a Members Congress?: Confirm the order at least 48 hours before the event, after checking registrations and dietary requirements. Recheck the delivery time and serving quantities on the final working day.
How many name badges should I print for a Members Congress?: Print one badge for every registered attendee, speaker and organiser, plus at least 10% spare badges. Prepare blank badges for late registrations and corrections at the registration desk.

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