What you need for a Retail Congress

A Retail Congress needs more than chairs and coffee. You also need a clear registration point, working presentation equipment, enough tableware for lunch and refreshments, and visible signage throughout the venue. Use the confirmed participant list to calculate quantities, then add a small buffer for last-minute attendees and replacements. Buy or collect supplies early enough to check deliveries, test cables and chill drinks before participants arrive.

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What to bring

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

Furniture

Conference chairsqty 120
Foldable tablesqty 16
Registration deskqty 2
Speaker table
Lectern
Stage sectionsqty 4
Coat racksqty 4
Waste binsqty 10

Tableware

Coffee cupsqty 120
Water glassesqty 150
Wine glassesqty 120
Platesqty 150
Dessert platesqty 120
Cutlery setsqty 150
Coffee spoonsqty 120
Serving utensilsqty 20

Equipment

Projectorqty 2
Projection screenqty 2
Presentation laptopsqty 2
Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Mixer
HDMI cablesqty 4
HDMI adaptersqty 4
Extension cordsqty 8
Power stripsqty 8
Cable traysqty 12
Power banksqty 4

Decorations

Congress bannersqty 4
Table runnersqty 16
Flower arrangementsqty 8
Name badge holdersqty 120
Wristbandsqty 120
Directional arrowsqty 12
Adhesive stripsqty 4

Lighting

LED floor lampsqty 6
Mood lightingqty 4

Kitchen

Coffee machinesqty 4
Kettlesqty 3
Thermos flasksqty 10
Coolersqty 6
Serving plattersqty 20
Serving trays with lidsqty 10
Bread basketsqty 8
Pliersqty 12
Pitchersqty 12
Ice containersqty 4

Cleaning

Cleaning bucketsqty 4
Mopsqty 4
Broom and dustpanqty 3
Microfiber clothsqty 20
Toilet brushesqty 4

Catering

Groceries
- Coffee beans - 6 packs
- Decaffeinated coffee - 2 packs
- Black tea - 4 boxes
- Green tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 3 packs
- Sweetener - 2 boxes
- Milk - 12 liters
- Oat milk - 6 liters
- Semi-skimmed coffee milk - 4 bottles
- Still mineral water - 10 crates
- Sparkling mineral water - 8 crates
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Ice tea - 4 bottles
- Apple juice - 4 liter
- Orange juice - 8 liters
- Tonic - 3 bottles
- Ginger beer - 3 bottles
- Alcohol-free beer - 4 crates
- Pilsner - 8 crates
- White wine - 12 bottles
- Red wine - 6 bottles
- Rosé - 4 bottles
- Bubbles - 6 bottles
- Ice cubes - 20 kilo
- Lemons - 4 kilos
- Limes - 3 kilos
- Apples - 8 kilos
- Bananas - 6 kilos
- Grapes - 6 kilos
- Mandarins - 5 kilos
- Snack carrots - 4 kilos
- Cherry tomatoes - 4 kilos
- Cucumbers - 12 pieces
- Mixed nuts - 4 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Olives - 3 kg
- Salty crackers - 8 packs
- Rice crackers - 6 packs
- Hummus - 12 tubs
- Cream cheese - 8 tubs
- Young cheese - 4 kilos
- Brie - 3 kilo
- Vegan cheese - 2 kilo
- Butter - 2 kilos
- Baguettes - 20 pieces
- Mini croissants - 150 pieces
- Mini muffins - 150 pieces
- Mini sandwiches - 180 pieces
- Wraps - 120 pieces
- Chicken breast topping - 3 kilos
- Smoked salmon - 2 kilos
- Falafel - 3 kilos
- Lettuce - 12 heads
- Tomatoes - 6 kilos
- Bell peppers - 4 kilo
- Red onion - 2 kilos
- Pasta - 12 kilo
- Pesto sauce - 12 jars
- Tomato sauce - 12 jars
- Parmesan cheese - 2 kilos
- Arugula - 2 kilos
- Mixed salad - 8 kilos
- Salad dressing - 6 bottles
- Basmati rice - 8 kilos
- Vegetable curry - 15 liter
- Chicken curry - 15 liters
- Naan bread - 120 pieces
- Yogurt - 8 kilos
- Fresh fruit for dessert - 10 kilo
- Chocolate mousse - 120 servings
- Whipped cream - 12 cans
- Ketchup - 3 bottles
- Mayonnaise - 3 bottles
- Mustard - 2 jars
- Salt - 2 packs
- Pepper - 2 jars
- Olive oil - 3 bottles
- Napkins - 1200 pieces
- Coffee filters - 2 packs
- Stirrers - 500 pieces
- Cocktail picks - 500 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Dishwasher tablets - 100 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 80 pcs

Tips

Plan tableware for every registered participant plus 10% extra. This covers unexpected guests, dropped items and separate lunch, dessert and coffee service without running short.
Count drinks by service period: allow two to three drinks per person during the first hour, then about one drink per person per additional hour. Chill the first batch before arrival and keep a reserve ready.
Prepare the registration desk at least 60 minutes before opening. Keep printed name badges, the final participant list and program leaflets together so late arrivals do not block the entrance.
Test the projector, screen, presentation laptops, microphones, mixer and speakers with the actual HDMI cables and adapters at least one day ahead. Bring spare adapters, extension cords and power banks rather than discovering a connection problem during a session.
Put cable trays, power strips and extension cords in place before furniture is finalized. Mark the registration desk, stage, toilets and catering area with printed signage and banners so participants can navigate without asking staff.

Frequently asked questions

How much tableware do I need for a Retail Congress?: Start with one complete place setting per registered participant, including a plate, dessert plate and cutlery set, then add 10% extra. Plan separate cups, glasses and coffee spoons for each service period because used items may not be washed immediately.
How many drinks should I buy for a Retail Congress?: Allow two to three drinks per person for the first hour and one drink per person for each following hour. Add roughly 10% extra for speakers, staff and unexpected attendees, and chill the first supply before the doors open.
When should I test the conference equipment?: Run a full technical test at least one day before the congress, using the presentation laptops, projector, microphones, mixer, speakers and the cables that will be used on site. Repeat a short sound and image check 60 minutes before registration.
How many printed programs and name badges should I prepare?: Print one program leaflet and one name badge for every confirmed participant, speaker and host. Add 5–10% spare copies and finish printing no later than the day before the event so errors can still be corrected.

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