What you need for a municipal congress

A municipal congress needs more than chairs and coffee. You will need a clear registration setup, reliable presentation equipment, tableware for catering, and enough serving items for the number of attendees. Plan separate supplies for the main room, speaker area, registration desk and buffet. Check cables, microphones, name badges and chilled drinks before the day itself, because replacing them at the venue is rarely quick.

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What to bring

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

Furniture

Chairsqty 120
Tablesqty 16
Registration desk
Stage table
Speaker chairsqty 6

Equipment

Projector
Projection screen
Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Laptop
HDMI cablesqty 3
Extension cordsqty 4
Power stripsqty 4
Presentation clicker

Tableware

Coffee cupsqty 130
Drinking glassesqty 160
Wine glassesqty 130
Platesqty 140
Cutlery setsqty 140
Coffee potsqty 8
Water jugsqty 12

Kitchen

Coolersqty 4
Buffet traysqty 8
Serving spoonsqty 8
Cutting boardsqty 3
Bread knivesqty 3
Serving plattersqty 12

Decorations

Table skirtsqty 16
Table runnersqty 16
Name badgesqty 120
Badge holdersqty 120
Directional signsqty 12
Flip chartsqty 4
Markersqty 20
Flower arrangementsqty 8

Lighting

Standing lampsqty 4

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6
Waste binsqty 8

Catering

Groceries
- Coffee beans - 4 kilos
- Tea bags - 250 pieces
- Black tea - 4 boxes
- Herbal tea - 3 boxes
- Sugar sticks - 250 pieces
- Milk cups - 250 pcs
- Oat milk - 12 liters
- Semi-skimmed milk - 12 liters
- Still mineral water - 120 bottles
- Sparkling mineral water - 80 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Apple juice - 12 liters
- Orange juice - 12 liters
- Beer - 120 bottles
- Alcohol-free beer - 48 bottles
- White wine - 18 bottles
- Red wine - 10 bottles
- Prosecco - 8 bottles
- Coffee milk - 6 packs
- Unsalted butter - 2 kilos
- Crusty rolls - 180 pieces
- Whole wheat bread - 12 loaves
- Currant buns - 80 pieces
- Young cheese - 5 kilos
- Aged cheese - 4 kilos
- Back ham - 3 kilos
- Chicken breast topping - 3 kilos
- Hummus - 3 kilos
- Cream cheese - 2 kilo
- Peanut butter - 2 jars
- Jam - 3 jars
- Lettuce - 12 heads
- Tomatoes - 6 kilos
- Cucumbers - 5 kilos
- Peppers - 4 kilos
- Grapes - 8 kilos
- Apples - 100 pieces
- Bananas - 80 pieces
- Yogurt - 12 liters
- Muesli - 4 kilos
- Granola - 3 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Mixed nuts - 4 kilos
- Olives - 3 kg
- Cheese cubes - 4 kilo
- Grapes for drinks - 4 kilo
- Bitterballen - 300 pieces
- Vegetarian bitterballen - 150 pieces
- Mustard - 3 bottles
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Napkins - 500 pieces
- Paper lunch bags - 130 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Trash bags - 40 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 8 bottles
- Hand gel - 8 bottles
- Dish soap - 4 bottles
- Dishwasher tablets - 100 pieces
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Sponges - 12 pieces
- Microfiber cloths - 20 pieces

Tips

Prepare one registration set for every 100 attendees: a desk, printed participant list, name badges, pens and the final programme. Keep at least 10% extra badges for late registrations or spelling changes.
For a full-day congress, allow roughly 3–4 coffee servings and 1–1.5 litres of water per attendee. Chill drinks several hours before doors open and use coolers if the venue has limited refrigerator space.
Match tableware to the catering format rather than ordering only for the seated headcount. For a buffet, provide one plate, cutlery set and drinking glass per attendee, plus around 10% spare items for replacements.
Test the projector, screen, laptop, HDMI cables, microphones and presentation clicker together at least 60 minutes before registration starts. Bring one spare HDMI cable and place extension cords and power strips where nobody can trip over them.
Set aside serving equipment before catering arrives: buffet trays, serving spoons, cutting boards, bread knives, serving platters and water jugs. Label the boxes by area so the registration team does not have to search through catering supplies.

Frequently asked questions

What should I buy for a municipal congress?: Plan supplies in five groups: registration materials, AV equipment, furniture, catering tableware and serving equipment. For every 100 attendees, prepare at least 110 name badges, plates, cutlery sets and drinking glasses.
How much water and coffee do I need for a congress?: For a full-day event, budget 1–1.5 litres of water and 3–4 coffee servings per attendee. Add about 10% extra drinks for speakers, staff and unexpected demand.
How early should I test the congress equipment?: Test the complete setup at least 60 minutes before registration opens, including the projector, screen, laptop, HDMI connection, microphones and clicker. If presentations come from several speakers, collect and test them the day before.
How many spare name badges do I need?: Print around 10% more name badges than the confirmed participant count. For 200 registered attendees, prepare approximately 220 badges to cover late registrations and corrections.

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