Music Congress Shopping List

A music congress needs more than microphones and a stage. You also need registration supplies, presentation backups, tableware, signage and enough power accessories to keep sessions running. Use the confirmed attendee count to calculate drinks, coffee cups, glasses and badges, then add a small reserve for speakers, performers and last-minute registrations. Check technical quantities against the venue layout before buying or collecting anything.

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What to bring

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

Furniture

Chairsqty 140
Tablesqty 18
Registration folding tablesqty 2
Speaker table
Stage sectionsqty 4
Stools for panelqty 6

Tableware

Coffee cupsqty 150
Glassesqty 180
Platesqty 160
Cutlery setsqty 160
Serving traysqty 20

Equipment

Wireless microphonesqty 6
Microphone standsqty 4
Speakersqty 4
Audio mixer
DI boxesqty 4
Projectorsqty 2
Projection screensqty 2
Laptopsqty 3
HDMI cablesqty 6
Extension cordsqty 12
Power stripsqty 10
USB sticksqty 4

Lighting

LED spotlightsqty 8
Stage lightingqty 4
Atmosphere lightsqty 10

Decorations

Congress bannersqty 3
Directional signsqty 12
Tablecloth setsqty 18
Name badgesqty 140
Badge holdersqty 140
Badge lanyardsqty 140
Program flyersqty 160
Notepadsqty 140
Ballpoint pensqty 160

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Coolersqty 3
Cutting boardsqty 6
Chef and serving knivesqty 12
Serving spoonsqty 12
Food containers with lidsqty 20
Labels for dishesqty 40

Cleaning

Waste binsqty 12
Cleaning bucketsqty 4
Broom setsqty 3
Mopsqty 4
Toilet brushesqty 4
Glovesqty 12

Catering

Groceries
- Coffee - 6 packs
- Decaffeinated coffee - 2 packs
- Black tea - 4 boxes
- Green tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 3 kilograms
- Sweeteners - 2 boxes
- Milk - 12 liters
- Oat milk - 8 liters
- Coffee creamer - 4 packs
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blue - 12 crates
- Spa Red - 6 crates
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Lemons - 3 kilogram
- Ice cubes - 20 kilograms
- Mini croissants - 160 pcs
- Mini chocolate croissants - 120 pieces
- Whole wheat bread - 12 loaves
- White sandwich bread - 10 loaves
- Multigrain bread - 8 loaves
- Mini rolls - 180 pieces
- Butter - 3 kilograms
- Young cheese - 4 kilograms
- Aged cheese - 3 kilograms
- Chicken breast slices - 3 kilograms
- Ham - 3 kilograms
- Hummus - 3 kilograms
- Cream cheese - 2 kilograms
- Peanut butter - 2 jars
- Jam - 4 jars
- Eggs - 120 pieces
- Iceberg lettuce - 12 heads
- Tomatoes - 8 kilograms
- Cucumbers - 8 kilograms
- Bell peppers - 5 kilograms
- Carrots - 5 kilograms
- Arugula - 2 kilogram
- Avocados - 30 pieces
- Red onions - 2 kilograms
- Corn - 12 cans
- Chickpeas - 12 cans
- Pasta - 8 kilograms
- Rice - 6 kilogram
- Pesto - 8 jars
- Tomato sauce - 10 jars
- Olive oil - 3 liters
- Balsamic vinegar - 2 bottles
- Mayonnaise - 4 bottles
- Ketchup - 4 bottles
- Mustard - 3 jars
- Salt - 1 kilogram
- Pepper - 250 gram
- Italian herbs - 3 jars
- Paprika powder - 2 jars
- Garlic - 6 bulbs
- Basil - 10 bunches
- Apples - 12 kilograms
- Bananas - 8 kilograms
- Grapes - 8 kilograms
- Mandarins - 8 kilograms
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Mixed nuts - 6 kilograms
- Rice cakes - 8 packs
- Muesli bars - 160 pieces
- Dark chocolate - 3 kilograms
- Cookies - 10 packs
- Paper napkins - 600 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 60 pieces
- Hand soap - 6 bottles
- Hand sanitizer - 8 bottles
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Sponges - 12 pieces
- Microfiber cloths - 24 pieces
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 4 rolls
- Bread bags - 200 pieces

Tips

Prepare one name badge, lanyard or wristband per registered attendee, plus 5–10% extra for spelling changes and walk-in registrations. Keep the extras at the registration desk rather than packing them with the stage materials.
For a full-day congress, allow at least 2 coffee cups, 2 glasses and 1 plate per attendee when tableware is not being washed during the event. Add 10% extra so a missing or dropped item does not interrupt catering.
Count every powered item before loading: microphones, speakers, mixer, projectors, laptops and lighting may each need a separate connection. Pack at least 2 spare HDMI cables, 2 extension cords and 2 power strips if the venue has not supplied them.
Put presentation files and music files on 2 USB sticks, not just one. Test the files on the presentation laptop at least 24 hours before opening the halls, especially if several speakers use different formats.
Place directional signs at every decision point from the entrance to registration and the halls. Print the participant list and prepare badges before setup begins; searching for names while attendees arrive creates the longest queue.

Frequently asked questions

How many name badges do I need for a music congress?: Prepare one badge for every registered participant, speaker and performer. Add 5–10% extra, or at least 10 badges for a congress of up to 100 people, to cover corrections and late arrivals.
How much tableware is needed for a music congress?: For a full-day event, plan on 2 coffee cups, 2 glasses and 1 plate per attendee when items are not washed during the day. Add about 10% extra, and match the final count to the catering schedule.
How many microphones and cables should I bring to a music congress?: Count one microphone for each simultaneous speaker or panel position, plus 1 spare wireless microphone if possible. Bring at least 2 spare HDMI cables, 2 extension cords and 2 power strips unless the venue confirms these are provided.
When should I prepare the technical equipment for a music congress?: Confirm technical requirements with speakers and performers at least 7 days before the event. Test the mixer, microphones, projectors, laptops, music files and presentation backups at least 24 hours before the halls open.

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