What you need for a Sales Congress

A Sales Congress needs more than chairs and a projector. You also need a reliable registration setup, presentation backups, microphones, power access and enough tableware for coffee, water and catering. Use the confirmed attendee count as your baseline, then add a small buffer before ordering. Check technical compatibility and delivery times at least one week before the congress, because missing adapters, cables or presentation files are difficult to replace on the day.

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What to bring

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

Furniture

Conference chairsqty 90
Tablesqty 12
Registration desk
Speaker table
Bar stoolsqty 6
Coat racksqty 3

Equipment

Projector
Projection screen
Laptop
HDMI cablesqty 3
HDMI adaptersqty 3
Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
Presentation clickerqty 2
Power banksqty 4
Flip chartqty 2
Flipchart markersqty 12
Laser pointerqty 2

Tableware

Coffee cupsqty 90
Water glassesqty 100
Wine glassesqty 100
Platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100
Coffee spoonsqty 100
Serving plattersqty 12
Serving utensilsqty 12
Carafesqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Thermos flasksqty 6
Cutting boardsqty 3
Bread knivesqty 3
Serving spoonsqty 8
Serving tongsqty 8

Decorations

Tableclothsqty 12
Stage backdrop
Name badge holdersqty 90
Directional signsqty 8
Program standsqty 6
Table number cardsqty 12

Lighting

LED light panelsqty 4
Mood lightingqty 4

Catering

Groceries
- Coffee beans - 3 kilo
- Tea bags - 200 pieces
- Decaf coffee - 500 grams
- Sugar - 2 kilos
- Sweeteners - 200 pieces
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lemon tea - 40 bags
- Mint tea - 40 bags
- Rooibos tea - 40 bags
- Still mineral water - 120 bottles
- Sparkling mineral water - 60 bottles
- Cola - 24 cans
- Cola Zero - 24 cans
- Sinas - 12 cans
- Tonic - 12 cans
- Apple juice - 8 liters
- Orange juice - 8 liters
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 6 bottles
- Alcohol-free beer - 48 bottles
- Pilsner - 96 bottles
- Bitter Lemon - 12 cans
- Ice cubes - 15 kilos
- Mini bake-at-home rolls - 120 pieces
- Whole grain bread - 8 loaves
- Multigrain bread - 8 loaves
- Croissants - 60 pieces
- Mini muffins - 80 pieces
- Butter - 1 kilo
- Cream cheese - 2 kilo
- Young cheese - 3 kilos
- Aged cheese - 2 kilo
- Back ham - 2 kilos
- Chicken breast slices - 2 kilos
- Smoked salmon - 1.5 kilos
- Hummus - 2 kilos
- Avocado spread - 1 kilo
- Jam - 3 jars
- Honey - 2 jars
- Cucumbers - 12 pieces
- Tomatoes - 3 kilos
- Lettuce - 8 heads
- Bell peppers - 3 kilos
- Arugula - 1 kilo
- Apples - 100 pieces
- Bananas - 80 pieces
- Grapes - 6 kilos
- Mandarins - 80 pieces
- Yogurt - 80 cups
- Muesli - 3 kilos
- Chicken soup - 10 liters
- Vegetable soup - 10 liters
- Falafel sandwiches - 25 pieces
- Chicken breast - 6 kilo
- Ground beef - 5 kilos
- Vegetarian burgers - 30 pieces
- Pasta - 8 kilo
- Rice - 6 kilos
- Tomato sauce - 8 liters
- Pesto - 2 kilos
- Parmesan cheese - 1.5 kilos
- Mixed salad - 8 kilos
- Potato salad - 6 kilos
- Pasta salad - 6 kilos
- Mayonnaise - 3 liters
- Ketchup - 2 liters
- Mustard - 1 liter
- Garlic sauce - 2 liters
- Olive oil - 2 liters
- Balsamic vinegar - 1 liter
- Salt - 500 grams
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Italian herbs - 250 grams
- Cherry tomatoes - 3 kilos
- Olives - 2 kilos
- Nut mix - 3 kilo
- Paprika chips - 2 kilos
- Plain chips - 2 kilos
- Snacks - 2 kilos
- Mini spring rolls - 300 pieces
- Bitterballen - 300 pieces
- Vegetarian bitterballen - 150 pieces
- Mini cheese straws - 200 pieces
- Lemons - 20 pieces
- Fresh mint - 10 bunches
- Napkins - 300 pieces
- Cocktail picks - 500 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Dish soap - 2 bottles
- Dishwasher tablets - 80 pieces
- Sponges - 8 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 80 pcs
- Hand soap - 6 bottles
- Hand sanitizer gel - 6 bottles
- Cleaning wipes - 4 packs
- All-purpose cleaner - 4 bottles
Food warmersqty 8
Coffee filtersqty 100
Drink dispensersqty 4
Buffet platesqty 8
Menusqty 12
Diet labelsqty 30
Serving apronsqty 6

Registration

Name badgesqty 90
Badge clipsqty 90
Program leafletsqty 90
Notepadsqty 90
Ballpoint pensqty 100
Registration formsqty 100
Presentation foldersqty 20
Table signsqty 12
Pen holdersqty 4

Cleaning

Waste binsqty 8
Waste sorting binsqty 4
Broomqty 2
Dustpan and brushqty 2
Mop setsqty 2
Bucketsqty 2
Rubber glovesqty 6
Toilet brushesqty 4
Towel rollsqty 8
Paper Tissuesqty 12

Safety

Cable matsqty 12
Warning signsqty 4
Flashlightsqty 4
Batteriesqty 24

Tips

Plan seating, tables and coat racks for the confirmed attendance plus 5–10% spare capacity. Keep the registration desk near the entrance, with name badges and the final participant list ready before doors open.
For coffee and water service, order at least one cup and glass per attendee, plus 10% extra. Add plates, forks, knives, spoons and coffee spoons according to the catering format rather than assuming the venue supplies them.
Check the projector, screen, laptop, HDMI cables, adapters, clicker and laser pointer together at least 48 hours before the event. Test every speaker presentation on the actual laptop and bring power banks for phones or other small devices.
Allow one wireless microphone for each active speaker or panel position, with a spare microphone if the programme includes audience questions. Confirm speakers, stands, mixer and speakers during the technical briefing, not when the first presentation starts.
Buy or confirm extension cords, power strips, flip-chart paper and markers at least three days ahead. Count the available power outlets in the room and keep presentation files in two separate locations, such as the laptop and a USB drive.

Frequently asked questions

What equipment do I need for a Sales Congress?: At minimum, plan for a projector, projection screen, laptop, HDMI cables and adapters, presentation clicker, microphones, speakers, mixer and microphone stands. Check compatibility and test the full setup at least 48 hours before opening.
How much tableware should I buy for a Sales Congress?: Use the confirmed attendee count and add 10% extra for coffee cups, water glasses and any wine glasses, plates, forks, knives, spoons and coffee spoons required by the catering plan. For 100 attendees, that means planning for about 110 place settings where a full setting is needed.
When should I order supplies for a Sales Congress?: Confirm furniture, AV equipment and catering at least one week before the event. Buy small consumables and backup items no later than three days beforehand, then check deliveries and equipment again 24–48 hours before opening.
What should I prepare for speaker presentations?: Collect the final presentations before the congress and test them on the event laptop at least 48 hours in advance. Keep a second copy on a USB drive or other separate backup, and prepare the clicker, laser pointer and required HDMI adapters.

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