What you need for a pharmaceutical congress

A pharmaceutical congress needs more than chairs and a projector. You need reliable presentation equipment, enough power and connectivity, registration materials, refreshments and tableware for the full programme. Use the quantities below as a starting point, then adjust them to your confirmed attendee count, room layout and catering plan. Order technical spares early: a missing HDMI cable, microphone battery or power strip can disrupt an otherwise prepared congress.

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What to bring

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

Furniture

Conference chairsqty 120
Foldable tablesqty 12
Registration tablesqty 2
Speaker table
Stage sectionsqty 4
Lectern
Coat racksqty 4

Equipment

Projectorqty 2
Projection screenqty 2
Laptopsqty 3
Wireless microphonesqty 4
Microphone standsqty 2
Mixer
Speakersqty 2
Presentation clickerqty 2
Extension cordsqty 8
Power stripsqty 8
HDMI cablesqty 4
USB sticksqty 4
Wi-Fi hotspot
Mobile chargersqty 4

Tableware

Water glassesqty 140
Coffee cupsqty 140
Dinner platesqty 140
Dessert platesqty 140
Cutlery setsqty 140
Coffee spoonsqty 140
Serving traysqty 12
Coffee potsqty 6
Teapotsqty 4

Kitchen

Coolersqty 6
Thermos flasksqty 8
Serving spoonsqty 12
Scissorsqty 4
Corkscrewqty 2
Bottle openersqty 3

Decorations

Congress bannerqty 2
Tableclothqty 14
Name card holdersqty 6
Directional signsqty 12

Lighting

Standing lampsqty 4

Registration

Name badge holdersqty 120
Badge clipsqty 120
Pensqty 40
Clipboard foldersqty 6
Printer paperqty 2
Program foldersqty 120
Notepadsqty 120
Arrow stickersqty 30

Cleaning

Waste binsqty 8
Dustpan and brushqty 2
Bucketsqty 4

Catering

Groceries
- Coffee beans - 4 kg
- Tea bags - 240 pieces
- Decaf coffee - 1 kg
- Chocolate milk - 12 liters
- Semi-skimmed milk - 12 liters
- Oat milk - 8 liters
- Coffee creamer - 8 packets
- White sugar - 2 kg
- Sweetener - 2 boxes
- Honey - 2 jars
- Stirrers - 300 pieces
- Still mineral water - 120 bottles
- Sparkling mineral water - 80 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Orange juice - 20 liters
- Apple juice - 15 liters
- Alcohol-free beer - 48 bottles
- White beer - 48 bottles
- Red wine - 12 bottles
- White wine - 12 bottles
- Rosé - 8 bottles
- Sparkling wine - 8 bottles
- Herbal tea - 120 bags
- Croissants - 120 pieces
- Mini currant buns - 120 pieces
- Unsalted butter - 2 kg
- Strawberry jam - 3 jars
- Cheese slices - 4 kg
- Ham - 3 kg
- Hummus - 2 kg
- Whole wheat bread - 12 loaves
- White bread - 8 loaves
- Chicken mini sandwiches - 80 pieces
- Cheese mini sandwiches - 80 pieces
- Hummus mini sandwiches - 60 pieces
- Tuna mini sandwiches - 40 pieces
- Vegetable soup - 15 liters
- Tomato soup - 12 liters
- Whole wheat rolls - 140 pieces
- Mixed salad mix - 8 kg
- Cucumbers - 12 pieces
- Cherry tomatoes - 5 kg
- Bell peppers - 4 kg
- Feta cheese - 3 kg
- Chickpeas - 3 kg
- Olive oil - 2 liters
- Balsamic vinegar - 1 liter
- Herb dressing - 2 liters
- Pasta - 10 kg
- Pesto - 2 kg
- Tomato sauce - 6 liters
- Parmesan cheese - 2 kg
- Grilled vegetables - 8 kg
- Chicken breast - 10 kg
- Vegan vegetable balls - 5 kg
- Rice - 8 kg
- Potato salad - 8 kg
- Fresh fruit - 12 kg
- Apples - 80 pieces
- Bananas - 60 pieces
- Grapes - 8 kg
- Mini muffins - 160 pieces
- Lemon cake - 6 pieces
- Dark chocolate - 3 kg
- Mixed nuts - 2 kg
- Snacks - 3 kg
- Paprika chips - 2 kg
- Plain chips - 2 kg
- Olives - 3 kg
- Herb butter - 2 kg
- Mayonnaise - 2 liter
- Ketchup - 2 liters
- Mustard - 1 liter
- Napkins - 600 pieces
- Paper straws - 200 pieces
- Cling film - 3 rolls
- Aluminum foil - 3 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 80 pcs
- Dishwashing liquid - 3 bottles
- Hand soap - 8 bottles
- Hand sanitizer - 8 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Sponges - 12 pieces
- Microfiber cloths - 20 pieces
- Paper towels - 12 packs

Tips

Plan one registration table for every 100–150 attendees, with name badges, pens and the final participant list ready at least 24 hours before doors open. A single table creates a queue when several delegates arrive at once.
For presentations, prepare one laptop at the lectern plus a backup laptop, two USB sticks and at least two HDMI cables. Test every presentation on the actual projector and screen before the first speaker arrives.
Allow one wireless microphone for the speaker and one for audience questions when sessions include discussion. Keep two spare batteries per microphone and check the mixer, microphone stands and speakers during the room setup.
Provide one water glass per person per session, plus one spare for every ten glasses. For coffee service, plan roughly one cup per attendee per break and keep extra coffee spoons, serving trays and coffee pots available at the service point.
Count power strips and extension cords by room rather than by event: provide at least one power strip per presentation or registration area, with a spare extension cord for each room. Charge mobile chargers and keep a Wi-Fi hotspot available as a backup connection.

Frequently asked questions

How many chairs do I need for a pharmaceutical congress?: Set out one conference chair for every confirmed attendee, then add 5% spare capacity. For 200 registered delegates, that means 210 chairs, subject to fire-safety limits and the planned room layout.
How much presentation equipment is needed for a pharmaceutical congress?: Prepare one main laptop, one backup laptop, one projector, one projection screen and at least two HDMI cables. Add one presentation clicker, two USB sticks and a backup power strip for each presentation room.
How many microphones should a pharmaceutical congress have?: Use at least two wireless microphones for a session with audience questions: one for the speaker and one for the room. Keep two spare batteries per microphone and test the mixer, speakers and microphone stands before registration opens.
When should I buy supplies for a pharmaceutical congress?: Order furniture, AV equipment and printed registration materials at least two weeks before the congress. Confirm drinks, tableware and final catering quantities three to five days before the event, after registration numbers and dietary requirements are updated.

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