What to buy for a nursing congress

A nursing congress needs more than chairs and coffee. You will need supplies for registration, name badges, printed programmes, speaker presentations, catering and breaks, plus reliable equipment for every session. Use the final attendee count to calculate tableware and refreshments, then add a small buffer for late registrations and damaged items. Check deliveries and test the presentation setup at least one day before the congress so missing cables, adapters or chargers do not become a problem on the morning.

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What to bring

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

Furniture

Conference chairsqty 110
Visitor tablesqty 12
Registration tablesqty 2
Speaker table
Stoolsqty 4
Lectern
Clothes racksqty 2
Waste binsqty 8

Tableware

Coffee cupsqty 120
Water glassesqty 120
Wine glassesqty 120
Platesqty 120
Dessert platesqty 120
Cutlery setsqty 120
Serving traysqty 12
Coffee potsqty 8
Water jugsqty 12

Equipment

Presentation laptop
Spare laptop
Projector
Projection screen
Wireless microphonesqty 3
Speakersqty 2
Audio mixer
Presentation clickerqty 2
HDMI cablesqty 3
HDMI adaptersqty 3
Extension cordsqty 8
Power stripsqty 8
Mobile chargersqty 4
Laptop stand
Flip chartsqty 3
Flipchart markersqty 12
Laser pointerqty 2

Decorations

Name badge holdersqty 110
Name badge clipsqty 110
Congress bannersqty 3
Wayfinding signsqty 8
Tableclothsqty 14
Flower arrangementsqty 6
Speaker signsqty 8

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Food warmersqty 4
Coolersqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Serving tongsqty 10
Serving spoonsqty 8
Thermos flasksqty 10

Cleaning

Cleaning bucketsqty 4
Cleaning clothsqty 20
Broom and dustpanqty 2
Mopsqty 2
Glovesqty 12
Toilet brushesqty 4

Catering

Groceries
- Coffee beans - 4 kilos
- Tea bags - 300 pieces
- Herbal tea - 80 bags
- Cappuccino powder - 2 kilos
- Cocoa powder - 1 kilo
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lactose-free milk - 4 liters
- Sugar - 3 kilos
- Sweetener - 300 pieces
- Spa Blauw - 120 bottles
- Spa Red - 60 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Orange soda - 12 bottles
- Ice tea - 12 bottles
- Apple juice - 12 liters
- Orange juice - 12 liters
- Alcohol-free beer - 48 bottles
- Beer - 96 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Prosecco - 6 bottles
- Toast - 8 packs
- Whole wheat bread - 12 loaves
- White rolls - 100 pieces
- Wholegrain rolls - 100 pieces
- Gluten-free sandwiches - 12 pieces
- Unsalted butter - 2 kilos
- Hummus - 3 kilos
- Cream cheese - 2 kilo
- Young cheese - 4 kilos
- Aged cheese - 3 kilos
- Brie - 2 kilos
- Chicken breast topping - 3 kilos
- Roast beef - 2 kilos
- Smoked salmon - 2 kilos
- Egg salad - 2 kilos
- Cucumbers - 20 pieces
- Tomatoes - 8 kilo
- Lettuce - 12 heads
- Arugula - 2 kilos
- Bell peppers - 5 kilos
- Red onion - 2 kilos
- Avocado - 30 pieces
- Cherry tomatoes - 4 kilos
- Olives - 3 kg
- Feta - 2 kilos
- Chickpeas - 3 kilos
- Quinoa - 4 kilos
- Pasta - 8 kilo
- Rice - 6 kilos
- Chicken breast - 12 kilo
- Vegetable burgers - 40 pieces
- Grilled vegetables - 8 kilos
- Mushrooms - 4 kilos
- Zucchini - 20 pieces
- Carrots - 5 kilos
- Potatoes - 15 kilo
- Vegetable broth - 2 liters
- Chicken soup - 8 liters
- Tomato soup - 8 liters
- Mayonnaise - 3 liters
- Ketchup - 3 liters
- Mustard - 2 liters
- Pesto sauce - 2 kilos
- Yogurt dressing - 3 liters
- Olive oil - 2 liters
- Balsamic vinegar - 1 liter
- Salt - 1 kilo
- Black pepper - 500 grams
- Paprika powder - 250 gram
- Italian herbs - 250 grams
- Garlic - 1 kilo
- Croquette sandwiches - 100 pieces
- Mini quiches - 120 pieces
- Mini sandwiches - 160 pieces
- Savory muffins - 120 pieces
- Butter cookies - 8 kilos
- Brownies - 120 pieces
- Apples - 80 pieces
- Bananas - 60 pieces
- Grapes - 8 kilos
- Mandarins - 60 pieces
- Mixed nuts - 4 kilos
- Raisins - 2 kilos
- Chocolate bars - 120 pieces
- Whipped cream - 2 liters
- Ice cubes - 20 kilo
- Paper napkins - 600 pieces
- Paper coffee napkins - 300 pieces
- Straws - 150 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Trash bags - 100 pieces
- Dish soap - 3 bottles
- Dishwasher tablets - 60 pieces
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 6 packs
- Hand soap - 8 bottles
- Toilet paper - 48 rolls
- Paper towels - 12 packs

Tips

Prepare registration materials at least 3–5 days before the congress. Print one name badge and programme per registered participant, plus about 5–10% extra for late arrivals and corrections.
For coffee breaks, plan roughly 2 cups per participant per break and keep extra coffee pots, water jugs and glasses available near the registration area. Confirm the final catering number 48–72 hours before delivery.
Bring a complete presentation backup: one presentation laptop, one spare laptop, the required HDMI adapters and cables, a clicker, and at least two extension cords and power strips per presentation room.
Set aside one water glass and a filled water jug for each speaker or panel table. Place them before doors open; this is often forgotten when the room is being changed from registration to the first session.
Pack mobile chargers, spare stationery and extra printed route maps with the registration supplies. Keep them at the registration table rather than in a storage room, where they are difficult to reach once participants arrive.

Frequently asked questions

What should I buy for a nursing congress?: Plan supplies for registration, catering, printed materials and presentations: name badges, programmes, route maps, cups, glasses, plates, cutlery, serving trays, water jugs and coffee pots. For the AV setup, include a presentation laptop, spare laptop, projector, screen, microphones, speakers, mixer, clicker, HDMI cables, adapters and power supplies.
How many cups and glasses do I need for a nursing congress?: Start with the confirmed attendee count and allow at least 2 coffee cups per person for each coffee break. For water, provide at least 1 glass per participant per service and add 5–10% extra to cover breakage, late arrivals and replacements.
How many name badges and programmes should I print?: Print one name badge and one programme for every registered participant, then add 5–10% spare copies. Complete printing 2–3 days before the congress so you can include late registrations and correct speaker details.
When should I check the equipment for a nursing congress?: Check the projector, screen, laptops, microphones, speakers, mixer, clicker, cables and adapters at least 24 hours before the first session. Run one complete presentation and keep the spare laptop, chargers and adapters at the venue until the congress ends.

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