What you need for a scientific congress

A scientific congress needs more than a venue and a programme. You will need dedicated furniture for registration, speakers and posters, presentation equipment that works in the room, and enough stationery for every participant. Catering supplies, microphones, power leads and signage are easy to overlook until setup day. Use this shopping list to check what must be bought, hired or brought in before speakers and delegates arrive.

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What to bring

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

Furniture

Congress tablesqty 12
Chairsqty 110
Registration tablesqty 2
Stage table
Speaker chairsqty 6
Poster boardsqty 20
Coat racksqty 2

Tableware

Coffee cupsqty 120
Glassesqty 120
Platesqty 120
Forksqty 120
Knivesqty 120
Spoonsqty 120
Serving spoonsqty 12
Serving boardsqty 8

Equipment

Projector
Projection screen
Laptopqty 2
Wireless microphonesqty 3
Microphone standsqty 2
Presentation clickerqty 2
Speakersqty 2
Power stripsqty 8
Extension cordsqty 8
Wi-Fi router
Power banksqty 4

Office

Name badge holdersqty 110
Lanyardsqty 110
Congress foldersqty 110
Notepadsqty 110
Ballpoint pensqty 130
Paper cutter
Staplersqty 2
Rolls of tapeqty 6
Writing boardsqty 4
Whiteboard markersqty 12

Decorations

Directional signsqty 12
Program postersqty 8
Poster clipsqty 80
Tableclothsqty 14
Speaker signsqty 6

Lighting

Desk lampsqty 4

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 4
Serving plattersqty 12
Buffet warmersqty 4
Cutting boardsqty 4
Bread knivesqty 4
Pouring jugsqty 8

Cleaning

Waste binsqty 8
Vacuum cleaner
Broomqty 2
Mop setsqty 2
Cleaning glovesqty 6

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Green tea - 1 box
- Herbal tea - 1 box
- Chocolate milk - 8 liters
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Sparkling mineral water - 12 bottles
- Still mineral water - 18 bottles
- Apple juice - 8 liters
- Orange juice - 8 liters
- Lemons - 2 kilos
- Cucumbers - 12 pieces
- Cherry tomatoes - 3 kilos
- Mixed lettuce - 3 kilos
- Bell peppers - 2 kilos
- Red onions - 1 kilo
- Carrots - 2 kilo
- Apples - 10 kilos
- Bananas - 6 kilos
- Grapes - 5 kilos
- Mandarins - 5 kilos
- Whole wheat bread - 12 loaves
- White bread - 6 loaves
- Wholemeal rolls - 120 pieces
- Mini wraps - 120 pieces
- Young cheese - 4 kilos
- Aged cheese - 3 kilos
- Cream cheese - 2 kilo
- Hummus - 3 kilos
- Chicken breast topping - 3 kilos
- Smoked salmon - 2 kilos
- Egg salad - 2 kilo
- Peanut butter - 2 jars
- Jam - 3 jars
- Butter - 2 kilos
- Mayonnaise - 2 liter
- Mustard - 1 liter
- Pesto sauce - 2 jars
- Olive oil - 1 liter
- Balsamic vinegar - 1 bottle
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Italian herbs - 1 jar
- Ready-made soup - 12 liters
- Pasta salad - 8 kilo
- Couscous salad - 6 kilos
- Grilled vegetables - 5 kilos
- Falafel - 4 kilos
- Chicken pieces - 6 kilos
- Rice - 5 kilo
- Potato salad - 6 kilos
- Fruit salad - 8 kilo
- Yogurt - 8 kilos
- Muesli - 3 kilos
- Vegan sandwiches - 30 pieces
- Gluten-free rolls - 20 pieces
- Vegan spread - 2 kilos
- Gluten-free crackers - 6 packs
- Cookies - 6 kilos
- Brownies - 120 pieces
- Nut mix - 3 kilo
- Paprika chips - 3 kilos
- Plain crisps - 3 kilo
- Napkins - 600 pieces
- Paper coffee filters - 2 packs
- Stirrers - 300 pieces
- Cocktail sticks - 300 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Paper towels - 8 rolls
- Toilet paper - 36 rolls
- Trash bags - 4 rolls
- All-purpose cleaner - 3 bottles
- Dish soap - 2 bottles
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Paper towels - 8 packs

Tips

Plan one name badge holder, lanyard and congress folder per registered participant, plus at least 5% extra for late registrations or damaged items. Print the participant list close to the event so it reflects the latest registrations.
For the main room, match the number of chairs to confirmed attendees and provide separate speaker chairs and a stage table. Add poster boards according to the number of accepted posters, with a few spare panels if the layout changes.
Test the projector, projection screen, laptop, speakers, wireless microphones and presentation clicker together at least 2 hours before the first session. Keep microphone stands, power strips and extension cords available rather than relying on the venue’s standard setup.
Allow at least 2 coffee cups, 2 glasses and 1 plate per person when there are separate coffee and lunch services. Provide one set of forks, knives and spoons per guest, plus serving spoons and serving boards for each buffet area.
Set up the registration tables, coat racks and route signs before delegates arrive, and keep a spare laptop, Wi-Fi router and power banks at registration. This prevents badge collection and speaker support from depending on one connection or one power socket.

Frequently asked questions

What stationery do I need for a scientific congress?: Prepare one name badge holder, lanyard, congress folder and notepad per attendee. Add at least 5% spare sets, and print the participant list within 24 hours of registration closing.
How many microphones are needed for a scientific congress?: Plan at least 2 wireless microphones for the main room: one for speakers and one for questions or the chair. Add a microphone stand for each microphone that will be used while seated or at a lectern.
How many chairs and tables do I need for a scientific congress?: Provide one attendee chair per confirmed participant, plus separate speaker chairs and a stage table. Set up registration tables for the check-in team and allow enough congress tables for the planned seating layout at least 2 hours before opening.
How much congress catering tableware should I buy?: Use at least 2 coffee cups and 2 glasses per person for a full-day congress, with 1 plate, fork, knife and spoon per meal. Add 10% extra tableware if washing or replenishment during the programme is not guaranteed.

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