What you need for a national congress

A national congress needs more than chairs and a projector. You will need separate setups for registration, presentations, speakers, catering, signage and attendee communication. Use the quantities from your confirmed registration list and program, then add backup equipment for the parts that can stop the day: microphones, adapters, power and presentation files. This shopping list helps you check what must be bought, hired or brought to the venue before doors open.

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What to bring

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

Furniture

Conference chairsqty 330
Tablesqty 36
Registration tablesqty 4
High tablesqty 24
Speaker tableqty 2
Stage sectionsqty 6
Coat racksqty 4
Waste binsqty 12

Equipment

Projectorsqty 4
Projection screensqty 4
Presentation laptopsqty 4
Presentation clickersqty 4
Wireless microphonesqty 8
Table microphonesqty 4
Speakersqty 8
Microphone standsqty 6
Mixing consolesqty 2
Extension cordsqty 20
Power stripsqty 16
HDMI cablesqty 8
USB-C adaptersqty 8
Power banksqty 6
Walkie-talkiesqty 8
Laptop chargersqty 8
USB sticksqty 12
Label printersqty 2
Printer paperqty 10
Ink cartridgesqty 4
Gaffer tapeqty 12
Cable tiesqty 200
Tool casesqty 2

Lighting

LED work lightsqty 8
Atmosphere lightsqty 12

Tableware

Water glassesqty 360
Wine glassesqty 360
Coffee cupsqty 360
Dinner platesqty 360
Dessert platesqty 360
Cutlery setsqty 360
Serving spoonsqty 24
Coffee potsqty 12
Teapotsqty 8

Kitchen

Coolersqty 8
Food warmersqty 12
Serving bowlsqty 24
Serving traysqty 16
Pliersqty 16
Soup ladlesqty 8
Thermos flasksqty 12
Corkscrewsqty 4

Decorations

Tableclothsqty 36
Stage backdropsqty 2
Flower arrangementsqty 12
Name badge holdersqty 24
Flagsqty 12
Entrance banner
Stage banner
Directional signsqty 20
Room signsqty 8
Badgesqty 360
Lanyardsqty 360
Name badgesqty 40
Program leafletsqty 360
Notepadsqty 360
Ballpoint pensqty 400
Speaker giftsqty 24
Evaluation formsqty 360
Table numbersqty 36
Name card holdersqty 360

Catering

Groceries
- Coffee - 12 packs
- Decaffeinated coffee - 2 packs
- Tea assortment - 400 bags
- Sugar - 5 kilo
- Sweeteners - 2 boxes
- Milk - 30 liters
- Oat milk - 10 liters
- Still mineral water - 180 bottles
- Sparkling mineral water - 120 bottles
- Cola - 60 cans
- Cola Zero - 60 cans
- Orange soda - 36 cans
- Tonic - 24 cans
- Apple juice - 20 liters
- Orange juice - 20 liters
- Beer - 240 bottles
- Non-alcoholic beer - 72 bottles
- White wine - 24 bottles
- Red wine - 12 bottles
- Prosecco - 12 bottles
- Lemons - 5 kilo
- Cucumbers - 5 kilos
- Cherry tomatoes - 6 kilos
- Mixed salad - 8 kilos
- Arugula - 2 kilos
- Peppers - 4 kilos
- Red onions - 2 kilos
- Apples - 12 kilos
- Bananas - 8 kilos
- Grapes - 6 kilos
- Mandarins - 8 kilos
- Whole wheat bread - 20 loaves
- White rolls - 240 pieces
- Wholemeal rolls - 180 pieces
- Mini croissants - 240 pieces
- Unsalted butter - 4 kilos
- Young cheese - 8 kilos
- Brie - 4 kilo
- Hummus - 6 kilos
- Cream cheese - 4 kilo
- Chicken breast slices - 5 kilos
- Smoked salmon - 3 kilos
- Egg salad - 4 kilo
- Jam - 3 kilo
- Honey - 2 kilos
- Mayonnaise - 3 liters
- Mustard - 2 liters
- Pesto - 2 kilos
- Balsamic vinegar - 2 liters
- Olive oil - 3 liters
- Salt - 1 kilo
- Black pepper - 500 grams
- Spice mix - 500 grams
- Nut mix - 5 kilos
- Paprika chips - 4 kilos
- Plain crisps - 4 kilos
- Olives - 3 kg
- Mixed bar snacks - 8 kilos
- Vegetarian quiche - 80 points
- Chicken soup - 30 liters
- Vegetable soup - 30 liters
- Rice - 20 kilos
- Pasta - 20 kilos
- Vegetable buffet - 45 kilos
- Chicken breast - 30 kilos
- Vegetarian burgers - 80 pieces
- Potatoes - 35 kilos
- Dinner rolls - 360 pieces
- Dessert Pastries - 360 portions
- Fresh fruit dessert - 120 portions
- Vegan dessert - 40 portions
- Paper napkins - 1200 pieces
- Coffee napkins - 800 pieces
- Stir sticks - 600 pieces
- Cocktail picks - 600 pieces
- Trash bags - 60 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- All-purpose cleaner - 5 liters
- Glass cleaner - 3 liters
- Dish soap - 3 liters
- Hand soap - 12 bottles
- Hand sanitizer - 12 bottles
Buffet Labelsqty 60
Diet labelsqty 40
Menusqty 36
Drink dispensersqty 8
Water jugsqty 24

Cleaning

Trash bag holdersqty 12
Litter pickersqty 4
Cleaning bucketsqty 4
Cleaning clothsqty 24
Mopsqty 6
Broom setsqty 4
Toilet brushesqty 6

Tips

Plan seating from the confirmed attendee count, then add a small reserve rather than ordering exactly one chair per registration. Keep registration tables, coat racks and waste bins near the areas where they will actually be used.
Check every presentation on the presentation laptop before the congress, including HDMI and USB-C connections. Bring at least one spare adapter, several extension cords and power strips; these are often forgotten until the first speaker arrives.
Prepare badges for attendees and speakers before the event and sort them alphabetically or by registration number. Keep blank badges and a marker at the registration desk for late registrations or spelling changes.
Match microphones to the program: use wireless microphones for audience questions and movement, and table microphones for panel or speaker tables. Test the mixing console, speakers, microphone stands and batteries before the room fills up.
Order tableware and catering quantities from the final attendee and dietary-requirement numbers, not from the invitation list. Include coffee cups, water glasses, dinner plates and dessert plates for each planned service, and confirm the final numbers with the caterer before the deadline.

Frequently asked questions

What equipment do I need for a national congress?: For a standard presentation setup, plan for a projector and screen, presentation laptop, clicker, microphones, speakers and a mixing console. Also pack HDMI cables, USB-C adapters, extension cords and power strips, with at least one backup connection for the laptop.
How many chairs and tables do I need for a congress?: Start with one chair per confirmed attendee and allow extra seating for late arrivals or staff. Plan separate tables for registration, speakers and catering, then check the room layout and stage sections with the venue at least one week before the event.
What should I prepare for congress registration?: Prepare one registration setup with registration tables, an attendee list, printed badges and blank replacement badges. Have the list and badges ready before doors open, and keep a marker or printer available for changes on the day.
When should I confirm congress catering quantities?: Confirm catering numbers after registrations and dietary requirements have been processed, usually several days before the congress or by the caterer's stated deadline. Send the final headcount, dietary details and service times together so the caterer can prepare the correct tableware and portions.

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