What you need for a public congress

A public congress needs more than chairs and a projector. You will need a complete setup for registration, speaker presentations, refreshments, wayfinding, and power management. Plan tableware by attendee count, then add a small buffer for late arrivals and replacements. Check every laptop, adapter, microphone, cable, and presentation file before the event, because missing technical backups cause delays that are difficult to fix once visitors arrive.

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What to bring

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

Furniture

Chairsqty 220
Tablesqty 24
Registration tablesqty 2
Speaker tablesqty 2
Stoolsqty 6
Coat racksqty 3
Waste binsqty 12

Equipment

Projectorsqty 2
Projection screensqty 2
Laptopsqty 3
HDMI cablesqty 4
HDMI adaptersqty 4
Presentation clickersqty 2
Wireless microphonesqty 4
Microphone standsqty 3
Speakersqty 4
Mixer
Extension cordsqty 10
Power stripsqty 8
Cable traysqty 12
WiFi extendersqty 2

Lighting

Standing lampsqty 6
LED string lightsqty 6

Tableware

Coffee cupsqty 240
Water glassesqty 240
Wine glassesqty 220
Dinner platesqty 240
Dessert platesqty 240
Cutlery setsqty 240
Serving plattersqty 20
Serving tongsqty 12
Coffee potsqty 8
Water jugsqty 12

Kitchen

Coolersqty 8
Food warmersqty 8
Cutting boardsqty 6
Chef's knivesqty 6
Bread knivesqty 4
Measuring cupsqty 4
Storage binsqty 20
Serving traysqty 16

Decorations

Tableclothsqty 24
Chair coversqty 220
Backdropsqty 2
Buntingqty 8
Flower arrangementsqty 12
Name card holdersqty 220
Directional signsqty 12

Cleaning

Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Cleaning cartsqty 2

Catering

Groceries
- Coffee - 12 packs
- Decaffeinated coffee - 2 packs
- Black tea - 8 boxes
- Green tea - 4 boxes
- Herbal tea - 4 boxes
- Sugar - 5 kilograms
- Sweeteners - 4 boxes
- Milk - 20 liters
- Oat milk - 12 liters
- Tea water - 40 liter
- Spa Blauw - 120 bottles
- Spa Red - 60 bottles
- Cola - 30 bottles
- Cola Zero - 30 bottles
- Orange soda - 20 bottles
- Tonic - 12 bottles
- Apple juice - 12 liters
- Orange juice - 12 liters
- Non-alcoholic beer - 72 bottles
- Pilsener - 144 bottles
- White wine - 24 bottles
- Red wine - 12 bottles
- Prosecco - 12 bottles
- Lemons - 3 kilogram
- Limes - 2 kilograms
- Ice cubes - 20 kilograms
- Mineral water for buffet - 20 liters
- Baguettes - 30 pieces
- Wholemeal loaves - 12 pieces
- Mini rolls - 400 pieces
- Butter - 3 kilograms
- Hummus - 4 kilograms
- Cream cheese - 3 kilograms
- Young cheese - 5 kilogram
- Aged cheese - 3 kilograms
- Cooked ham - 4 kilograms
- Smoked chicken breast - 3 kilogram
- Vegetarian deli slices - 3 kilogram
- Smoked salmon - 2 kilogram
- Egg salad - 3 kilograms
- Cucumbers - 5 kilogram
- Tomatoes - 5 kilograms
- Arugula - 2 kilogram
- Peppers - 3 kilograms
- Mixed lettuce - 8 kilograms
- Cherry tomatoes - 4 kilograms
- Carrots - 4 kilograms
- Corn - 12 cans
- Chickpeas - 12 cans
- Pickled cucumber - 6 jars
- Olives - 6 jars
- Pasta salad - 12 kilograms
- Potato salad - 12 kilograms
- Vegetarian quiche - 12 pieces
- Chicken quiche - 12 pieces
- Vegetable soup - 20 liters
- Tomato soup - 20 liters
- Bread rolls for soup - 240 pieces
- Herb butter - 3 kilograms
- Dressing - 6 liters
- Balsamic vinegar - 2 liters
- Olive oil - 3 liters
- Mayonnaise - 3 liters
- Ketchup - 3 liters
- Mustard - 2 liters
- Paprika chips - 8 kilograms
- Plain chips - 8 kilogram
- Salted nuts - 5 kilogram
- Rice cakes - 10 packs
- Apples - 12 kilograms
- Bananas - 10 kilograms
- Grapes - 8 kilograms
- Mandarins - 8 kilograms
- Brownies - 240 pieces
- Mini muffins - 240 pieces
- Vegan pastries - 40 pieces
- Gluten-free pastries - 30 pieces
- Napkins - 1000 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Garbage bags for glass - 20 pieces
- Dish soap - 5 liters
- All-purpose cleaner - 5 liters
- Glass cleaner - 2 liters
- Disinfectant spray - 3 liters
- Sponges - 20 pieces
- Cleaning cloths - 30 pieces
- Hand soap - 12 bottles
- Paper towels - 24 rolls
- Aluminum foil - 6 rolls
- Cling film - 6 rolls
- Baking paper - 4 rolls
- Coffee filters - 500 pieces
- Tea filters - 300 pieces
- Wooden stirrers - 500 pieces
- Toothpicks - 500 pieces
- Name stickers - 250 pieces
- Ballpoint pens - 100 pieces
- Notepads - 250 pieces
- Printer paper - 5 packs

Tips

Plan one name badge and one printed programme for every registered visitor, plus at least 5% extra for late registrations, spelling corrections, and damaged copies.
For a full-day congress, allow two coffee cups and two water glasses per person if there is no washing-up service. Add wine glasses, dinner plates, dessert plates, and cutlery only if those items are part of the catering.
Match the technical kit to the room before shopping: use one projector and screen per presentation area, and keep at least one spare HDMI cable, adapter, and presentation laptop available.
Count power strips and extension cords by room rather than by event. Keep cables away from walkways with cable trays, and test every connection with the actual presentation laptop before doors open.
Set aside separate supplies for the registration desk, speaker tables, and refreshment points. Put route signs and hall signs where visitors make decisions, not only at the entrance.

Frequently asked questions

How many cups and glasses do I need for a public congress?: For a one-day congress, plan two coffee cups and two water glasses per attendee when there is no washing-up between breaks. Add at least 10% extra for breakage, replacements, and unexpected visitors.
How many printed programmes should I order for a congress?: Print one programme for every registered visitor and add 5% to cover late registrations and damaged copies. For 200 registrations, that means at least 210 programmes.
What technical equipment is needed for congress presentations?: Each presentation area needs a projector, projection screen, presentation laptop, HDMI cable, compatible adapter, and clicker. Keep one spare laptop, HDMI cable, and adapter available, and test them at least one day before the congress.
When should I buy supplies for a public congress?: Buy durable equipment and non-perishable supplies at least 7 days before the event. Finalise quantities for printed materials and refreshments 2 to 3 days beforehand, after checking registrations and dietary requirements.

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