What to Buy for a Party Congress

A party congress needs more than chairs and a projector. You will need separate setups for registration, speakers, catering and the audience, plus enough tableware and reliable connections between laptops, microphones and screens. Use this shopping list alongside the attendee count and program length. Order hired furniture and technical equipment early, then check every cable, presentation and serving item before the venue opens.

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What to bring

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

Furniture

Conference chairsqty 170
Foldable tablesqty 18
Buffet tablesqty 6
Registration tablesqty 2
Speaker table
Stage
Stoolsqty 4
Clothes racksqty 2

Tableware

Water glassesqty 180
Wine glassesqty 180
Coffee cupsqty 180
Dinner platesqty 180
Dessert platesqty 180
Knivesqty 180
Forksqty 180
Spoonsqty 180
Coffee spoonsqty 180
Serving plattersqty 18
Pitchersqty 12
Thermos flasksqty 12

Equipment

Projector
Projection screen
Speakersqty 2
Wireless microphonesqty 3
Microphone standsqty 2
Audio mixer
HDMI cablesqty 3
Extension cordsqty 8
Power stripsqty 8
Laptopsqty 2
Laser pointerqty 2
Presentation clickerqty 2
Power banksqty 4
Laptop chargersqty 4
USB sticksqty 4
Batteriesqty 24
Spare HDMI adaptersqty 3

Kitchen

Coolersqty 6
Ice cube traysqty 6
Cutting boardsqty 4
Chef's knivesqty 4
Serving tongsqty 12
Serving spoonsqty 12
Corkscrewsqty 3
Bottle openersqty 4

Decorations

Tableclothsqty 24
Stage backdrop
Welcome sign
Directional signsqty 8
Name card holdersqty 12
Table decorationsqty 12
Flagsqty 10
Adhesive stripsqty 2
Table runnersqty 12
Plant decorationsqty 12
Directional signsqty 8

Lighting

LED spotlightsqty 6
Mood lightingqty 4
Spare LED lampsqty 8

Cleaning

Waste binsqty 8
Mop setsqty 2
Bucketsqty 3
Broom setsqty 2
Dustpan and brushqty 3
Microfiber clothsqty 20
Washing-up bowlsqty 3
Toilet brushesqty 4
Floor squeegeesqty 2
Towel dispensersqty 4
Cleaning caddiesqty 3

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
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lemons - 3 kilogram
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Tonic - 4 bottles
- Apple juice - 6 packs
- Orange juice - 8 packs
- Alcohol-free beer - 48 bottles
- Pilsner - 96 bottles
- White wine - 18 bottles
- Red wine - 12 bottles
- Rosé - 6 bottles
- Bubbles - 6 bottles
- Ice cubes - 20 kilograms
- Baguettes - 20 pieces
- Whole wheat loaves - 12 loaves
- Mini croissants - 180 pcs
- Mini sandwiches - 240 pieces
- Unsalted butter - 2 kilograms
- Mild cheese - 3 kilograms
- Brie - 2 kilograms
- Cream cheese - 2 kilograms
- Ham - 2 kilograms
- Chicken breast slices - 2 kilogram
- Hummus - 2 kilograms
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Mayonnaise - 2 bottles
- Mustard - 2 bottles
- Ketchup - 2 bottles
- Herb butter - 2 kilograms
- Mixed lettuce - 8 kilograms
- Cucumbers - 5 kilogram
- Cherry tomatoes - 5 kilo
- Bell peppers - 4 kilograms
- Red onions - 2 kilograms
- Carrots - 4 kilograms
- Corn - 12 cans
- Olives - 4 jars
- Feta cheese - 2 kilograms
- Grapes - 6 kilograms
- Apples - 8 kilograms
- Bananas - 6 kilograms
- Oranges - 6 kilograms
- Mixed nuts - 3 kilogram
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Snacks - 8 bags
- Cookies - 12 packs
- Brownies - 180 pieces
- Mini muffins - 180 pieces
- Vegetarian wraps - 80 pieces
- Chicken wraps - 100 pieces
- Falafel - 5 kilogram
- Pasta - 8 kilograms
- Tomato sauce - 12 jars
- Pesto - 6 jars
- Parmesan cheese - 2 kilograms
- Chicken breast - 8 kilogram
- Rice - 8 kilograms
- Vegetable mix - 10 kilograms
- Coconut milk - 12 cans
- Curry powder - 2 jars
- Paprika powder - 2 jars
- Black pepper - 2 jars
- Salt - 2 packs
- Olive oil - 3 bottles
- Balsamic vinegar - 2 bottles
- Garlic - 1 kilogram
- Fresh basil - 12 bunches
- Sandwiches for diet meals - 30 pieces
- Vegan toppings - 2 kilogram
- Gluten-free crackers - 6 packs
- Gluten-free rolls - 20 pieces
- Vegan desserts - 20 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Napkins - 500 pieces
- Paper cups - 250 pieces
- Stir sticks - 250 pieces
- Straws - 200 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 60 pieces
- Dish soap - 3 bottles
- Hand soap - 6 bottles
- Hand gel - 6 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Toilet cleaner - 3 bottles
- Sponges - 12 pieces
- Rubber gloves - 6 pairs

Registration

Name badge holdersqty 180
Lanyardsqty 180
Registration formsqty 200
Desk pensqty 20
Clipboardsqty 6
Name stickersqty 200

Paper goods

Program leafletsqty 200
Notepadsqty 180
Ballpoint pensqty 200
Envelopesqty 200
A4 printing paperqty 3
Tapeqty 6
Notepadsqty 6
Markersqty 12
Pen holdersqty 6

Tips

Plan one registration table for every 75 to 100 attendees so check-in does not become a queue. Add spare name badges, pens and printed programs; these are often needed after the final registration update.
For seating, allow one conference chair per registered participant plus 5% spare chairs. Set up the stage, speaker table and microphone stands before the technical test, not during the first session.
Count tableware by service rather than by guest: provide at least one water glass per person, and add 10% extra plates, cutlery and coffee cups for breakage and second servings.
Test every laptop with the projector, projection screen, HDMI cable, audio mixer and speakers at least 60 minutes before doors open. Keep two tested HDMI cables, extension cords and power strips as backups.
Prepare water pitchers and thermos flasks before the first speaker arrives, and place serving platters at the buffet before catering is delivered. Check dietary requirements against the final participant list before food is set out.

Frequently asked questions

How many chairs do I need for a party congress?: Start with one chair per registered attendee and add 5% spare capacity. For 200 attendees, prepare 210 chairs, with a few extra near the registration and speaker areas.
How much tableware should I buy for a congress?: Use the attendee count as the base and add 10% spare tableware. For 200 people, plan for about 220 water glasses, coffee cups, plates and cutlery, adjusted for the number of meal and coffee services.
When should I book AV equipment for a party congress?: Reserve the projector, screen, microphones, speakers, mixer and laptops as soon as the venue and program are confirmed, preferably at least 4 weeks before the event. Complete the full technical test 60 minutes before opening.
How many registration tables are needed for 200 guests?: Use two registration tables for 200 guests, with one staff member per table during the busiest arrival period. Put name badges, participant lists and programs on the tables before doors open.

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