What you need for a political science congress

A political science congress needs more than chairs and coffee. You will need registration supplies, reliable presentation equipment, catering service items, and clear materials for speakers and participants. Plan quantities around your attendee count, session format, and opening hours rather than buying everything by guesswork. The most commonly missed items are spare presentation cables, enough water glasses, name badges, power access, and serving equipment for catering.

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What to bring

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

Furniture

Chairsqty 120
Tablesqty 18
Speaker table
Stage sectionsqty 4
Coat racksqty 3

Equipment

Projectorqty 2
Projection screensqty 2
Laptopsqty 3
Wireless microphonesqty 4
Microphone standsqty 2
Audio mixer
Speakersqty 4
Extension cordsqty 8
Power stripsqty 8
HDMI cablesqty 4
Presentation clickersqty 3
Flip chartsqty 4
Flipchart markersqty 24

Tableware

Coffee cupsqty 120
Water glassesqty 120
Wine glassesqty 120
Dinner platesqty 120
Cutlery setsqty 120
Serving plattersqty 16
Coffee potsqty 8
Teapotsqty 4

Kitchen

Coolersqty 4
Thermos flasksqty 8
Water carafesqty 12
Serving tongsqty 12
Cutting boardsqty 4
Knivesqty 6

Decorations

Name badgesqty 120
Tableclothsqty 18
Congress bannersqty 3
Directional signsqty 12
Program boardsqty 4
Pen casesqty 12

Catering

Groceries
- Coffee - 6 packs
- Decaffeinated coffee - 2 packs
- Black tea - 4 boxes
- Herbal tea - 2 boxes
- Sugar - 2 kilograms
- Sweetener - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lemons - 2 kilograms
- Still mineral water - 12 bottles
- Sparkling mineral water - 8 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Alcohol-free beer - 48 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Beer - 48 bottles
- Snacks - 6 bags
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Mixed nuts - 3 kilograms
- Olives - 2 kilograms
- Grapes - 4 kilograms
- Apples - 5 kilograms
- Bananas - 4 kilogram
- Cookies - 6 packs
- Unsalted butter - 2 kilograms
- Whole wheat bread - 12 loaves
- White bread - 8 loaves
- Mini rolls - 180 pieces
- Young cheese - 4 kilograms
- Hummus - 3 kilograms
- Cream cheese - 2 kilograms
- Vegetarian spread - 2 kilograms
- Chicken breast slices - 3 kilograms
- Tomatoes - 4 kilogram
- Cucumbers - 3 kilograms
- Lettuce - 12 heads
- Arugula - 1 kilogram
- Red onion - 1 kilogram
- Pasta salad - 12 kilograms
- Green salad - 10 kilograms
- Vegetarian quiche - 12 pieces
- Vegan wraps - 40 pieces
- Chicken wraps - 80 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Balsamic dressing - 2 bottles
- Olive oil - 2 liters
- Pepper - 2 jars
- Salt - 2 packs
- Vegan desserts - 24 pcs
- Fruit desserts - 96 pieces
- Paper napkins - 500 pieces
- Stir sticks - 250 pieces
- Coffee filters - 2 packs
- Trash bags - 3 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant - 2 bottles
- Sponges - 12 pieces
- Microfiber cloths - 12 pieces

Cleaning

Waste binsqty 8
Recycling binsqty 4
Broomqty 2
Dustpan and brushqty 2
Mop setsqty 2
Cleaning glovesqty 6

Registration

Registration deskqty 2
Clipboardsqty 8
Ballpoint pensqty 150
Badge holdersqty 120
Wristbandsqty 120
Notepadsqty 120
Envelopesqty 150
Name stickersqty 150

Tips

Plan one name badge and printed program per registered participant, plus at least 5% extra for late registrations, replacements, and speakers who arrive without notice.
For a full congress day, allow two coffee or tea servings per person in the morning and afternoon, and keep water available throughout every session. Prepare at least one water glass per attendee per service.
Count presentation positions before arranging the AV setup. Keep one laptop, one presentation clicker, and a complete HDMI cable connection ready at the lectern, with a spare cable available before the first session.
Match microphones to the room and program: use one wireless microphone for the host, one for speakers, and one for audience questions when the format requires discussion. Test every microphone and power strip before doors open.
Order or collect catering service items at least one working day in advance. Check that plates, cutlery, serving platters, tongs, coffee pots, teapots, coolers, thermos flasks, and water carafes cover every planned food and drink station.

Frequently asked questions

What do I need to buy for a political science congress?: Plan for name badges, printed programs, catering supplies, coffee and tea service, water glasses, presentation equipment, cables, microphones, and registration materials. Add at least 5% extra badges and printed programs for late arrivals and replacements.
How many coffee cups and water glasses do I need per congress attendee?: For a full-day congress, plan two coffee or tea servings per person in the morning and two in the afternoon. Provide one water glass per attendee at each seated service, with extra glasses for speakers and replenishment.
How early should I arrange equipment for a political science congress?: Reserve projectors, screens, laptops, microphones, speakers, mixers, and clickers at least 2–4 weeks before the congress. Test the complete setup on the day before, or no later than 90 minutes before registration opens.
What presentation equipment should I bring to a congress?: Bring a laptop, projector, projection screen, presentation clicker, HDMI cables, extension cords, and power strips for each presentation area. Keep one spare HDMI cable and a backup laptop available before the first presentation starts.

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