What you need for a research congress

A research congress needs more than chairs and coffee. You will need materials for registration, printed information, name badges, poster presentations and a reliable presentation setup. The shopping list covers furniture, AV equipment and tableware, including the small items that are often missed, such as HDMI adapters, power strips and serving spoons. Use the expected attendance and number of speakers to set quantities, then confirm final numbers before ordering catering and printing.

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What to bring

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

Furniture

Tablesqty 14
Chairsqty 90
Stage table
Registration deskqty 2
High tablesqty 8
Clothes racksqty 2
Waste binsqty 8

Equipment

Projector
Projection screen
Laptopsqty 2
HDMI cablesqty 4
HDMI adaptersqty 4
Extension cordsqty 6
Power stripsqty 8
Wireless microphonesqty 2
Microphone standsqty 2
Speakersqty 2
Laser pointerqty 2
Presentation clickersqty 2
Power banksqty 4

Tableware

Coffee cupsqty 100
Drinking glassesqty 100
Dinner platesqty 100
Dessert platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving spoonsqty 12
Coffee spoonsqty 100
Serving traysqty 8
Serving plattersqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 4
Food warmersqty 8
Cutting boardsqty 4
Chef's knivesqty 4
Pliersqty 8
Measuring cupsqty 4
Ice packsqty 20

Decorations

Conference bannersqty 2
Tableclothsqty 14
Name badge holdersqty 90
Poster panelsqty 12
Poster clipsqty 48
Directional signsqty 12
Table numbersqty 14
Flower arrangementsqty 6

Lighting

Standing lampsqty 4
String lightsqty 4

Cleaning

Vacuum cleaner
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 6

Catering

Groceries
- Coffee beans - 3 kilograms
- Decaf coffee - 500 grams
- Black tea - 2 boxes
- Green tea - 1 box
- Herbal tea - 1 box
- Sugar - 2 kilograms
- Sweetener - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lemon - 2 kilogram
- Still mineral water - 80 bottles
- Sparkling mineral water - 40 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Apple juice - 8 liters
- Orange juice - 8 liters
- Non-alcoholic beer - 24 bottles
- Apples - 80 pieces
- Bananas - 60 pieces
- Grapes - 6 kilograms
- Mandarins - 5 kilograms
- Whole wheat bread - 12 loaves
- White bread - 8 loaves
- Whole wheat rolls - 100 pieces
- Mini wraps - 100 pieces
- Young cheese - 4 kilograms
- Brie - 2 kilograms
- Hummus - 3 kilograms
- Cream cheese - 2 kilograms
- Chicken breast slices - 2 kilogram
- Smoked salmon - 1 kilogram
- Egg salad - 2 kilograms
- Cucumber - 5 kilograms
- Tomatoes - 5 kilograms
- Bell peppers - 3 kilograms
- Arugula - 1 kilogram
- Mixed lettuce - 4 kilograms
- Carrots - 3 kilogram
- Red onion - 1 kilogram
- Potatoes - 12 kilogram
- Rice - 6 kilogram
- Pasta - 5 kilogram
- Chickpeas - 12 cans
- Lentils - 8 cans
- Vegetable stock - 2 boxes
- Chicken breast - 8 kilogram
- Tofu - 4 kilograms
- Vegetable burgers - 40 pieces
- Tomato sauce - 8 liters
- Coconut milk - 6 liter
- Olive oil - 2 liters
- Sunflower oil - 1 liter
- Salt - 1 kilogram
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Curry powder - 250 grams
- Italian herbs - 150 grams
- Garlic - 500 grams
- Mayonnaise - 2 liter
- Ketchup - 2 liters
- Mustard - 1 liter
- Balsamic vinegar - 1 liter
- Yogurt - 6 kilogram
- Muesli - 3 kilogram
- Mixed nuts - 2 kilograms
- Raisins - 1 kilogram
- Paprika chips - 10 bags
- Plain chips - 10 bags
- Salty crackers - 8 packs
- Olives - 3 kilograms
- Serving rolls - 100 pieces
- Cake - 8 kilograms
- Cookies - 10 packs
- Chocolate - 3 kilograms
- Ice cubes - 20 kilograms
- Paper napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Sponges - 10 pieces
- Microfiber cloths - 20 pieces
- Hand soap - 6 bottles

Tips

Prepare one registration pack per attendee, including a name badge and program leaflet. Order a small buffer of about 5–10% for late registrations, damaged badges and speakers who need replacements.
Check every presentation laptop and projector connection at least one day before the congress. Keep HDMI adapters, extension cords and power strips together in one labeled technical kit rather than ordering them at the last minute.
For the poster area, match the number of poster spaces to the inventory collected from researchers and add 10% spare space if the venue allows it. Arrange tables and clothes racks before exhibitors arrive so posters do not block registration or catering routes.
Count tableware by service rather than only by guest: plan at least one coffee cup and drinking glass per attendee, plus extra glasses for speakers and catering staff. Confirm whether plates, forks, knives, spoons and serving utensils are included with catering before buying them separately.
Prepare printed materials at least 5 working days before the congress. Print name badges, program leaflets and route signs from final files, and keep a small reserve of blank badges and spare signs for changes on the day.

Frequently asked questions

What should I buy for a research congress?: You typically need registration furniture, tables and chairs, name badges, program leaflets, poster materials, a projector, screen, laptops, microphones, cables, adapters and power supplies. Add coffee cups, glasses, plates, cutlery and serving utensils according to the number of attendees and catering services.
How many name badges and programs should I print?: Print one name badge and one program leaflet for every registered attendee, speaker and volunteer. Add 5–10% spare copies, and finish printing at least 5 working days before the congress so errors can still be corrected.
How many HDMI adapters and extension cords do I need?: Have at least one HDMI adapter for every presentation laptop connection type, plus 2–3 spare adapters for a typical congress setup. Plan one extension cord and power strip for each presentation or registration area, with spares kept at the technical desk.
How far in advance should I order congress catering and tableware?: Confirm catering quantities and dietary requirements at least 7–10 days before the congress. Check tableware inclusions at the same time, then order missing cups, glasses, plates and cutlery before the final attendee count is locked.

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