What to buy for a Senior Citizens Congress

A Senior Citizens Congress needs more than chairs and coffee. Plan supplies for registration, presentations, catering, wayfinding and comfortable participation, with quantities based on your final attendee list. Order tableware, microphones and projection equipment early, because these are easy to overlook when the programme is the main focus. Keep a small reserve of consumables and batteries available on the day.

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What to bring

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

Furniture

Chairsqty 120
Tablesqty 18
Registration desk
Buffet tablesqty 6
Lectern
Stage table
Stoolsqty 6
Coat racksqty 4

Tableware

Dinner platesqty 130
Dessert platesqty 130
Coffee cupsqty 130
Water glassesqty 150
Wine glassesqty 130
Coffee spoonsqty 130
Dinner cutlery setsqty 130
Serving spoonsqty 12

Equipment

Projector
Projection screen
Laptop
Wireless microphonesqty 3
Microphone standsqty 2
Audio mixer
Speakersqty 2
Extension cordsqty 6
Power stripsqty 6
HDMI cablesqty 3
Presentation clicker
Spare batteriesqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Hot traysqty 8
Coolersqty 4
Serving plattersqty 16
Serving tongsqty 10
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Measuring cupsqty 3

Decorations

Tableclothsqty 18
Buffet table skirtsqty 6
Flower arrangementsqty 8
Name card holdersqty 120
Program standsqty 8
Directional signsqty 12
Sticky tackqty 4

Lighting

Standing lampsqty 6
LED string lightsqty 4

Cleaning

Waste binsqty 8
Vacuum cleaner
Mop headsqty 3
Bucketsqty 3
Cleaning glovesqty 8
Microfiber clothsqty 20
Washing-up bowlsqty 3

Catering

Groceries
- Coffee - 8 packs
- Decaffeinated coffee - 2 packs
- Black tea - 4 boxes
- Herbal tea - 3 boxes
- Milk - 12 liters
- Oat milk - 4 liters
- Coffee creamer - 6 tubs
- Sugar - 3 kilograms
- Sweeteners - 3 boxes
- Still mineral water - 80 bottles
- Sparkling mineral water - 50 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Non-alcoholic beer - 24 bottles
- Beer - 48 bottles
- White wine - 12 bottles
- Red wine - 12 bottles
- Alcohol-free white wine - 6 bottles
- Ice cubes - 12 bags
- Baguettes - 24 pieces
- Whole wheat loaves - 12 loaves
- Unsalted butter - 2 kilograms
- Mild cheese - 3 kilograms
- Aged cheese - 3 kilograms
- Cooked ham - 2 kilograms
- Chicken breast slices - 2 kilograms
- Hummus - 2 kilograms
- Strawberry jam - 4 jars
- Chocolate sprinkles - 2 packs
- Cucumbers - 12 pieces
- Tomatoes - 5 kilograms
- Arugula - 1 kilogram
- Herb butter - 2 kilograms
- Olives - 2 kilograms
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Salted crackers - 8 packs
- Mixed nuts - 4 kilograms
- Apples - 12 kilograms
- Bananas - 8 kilograms
- Grapes - 8 kilograms
- Mandarins - 8 kilograms
- Mini cream buns - 180 pieces
- Mini apple turnovers - 120 pieces
- Gluten-free rolls - 20 pieces
- Vegan sandwiches - 20 pieces
- Vegetable soup - 20 liters
- Tomato soup - 15 liters
- Mixed salad - 12 kilograms
- Cucumber salad - 8 kilograms
- Potato salad - 10 kilogram
- Pasta salad - 10 kilogram
- Grilled vegetables - 10 kilograms
- Chicken breast - 18 kilograms
- Vegetarian meatballs - 8 kilograms
- Rice - 12 kilogram
- Potato gratin - 15 kilograms
- Mushroom sauce - 6 liters
- Pepper sauce - 6 liter
- Mayonnaise - 4 liters
- Ketchup - 3 liters
- Mustard - 2 liters
- Dressing - 4 liters
- Salt - 1 kilogram
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Garlic powder - 250 grams
- Fresh parsley - 10 bunches
- Lemons - 30 pieces
- Chocolate cake - 8 pieces
- Apple pie - 8 pieces
- Whipped cream - 3 liters
- Sugar cubes - 2 kilogram
- Napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 8 bottles
- Dish soap - 4 bottles
- Dishwasher tablets - 100 pieces
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Garbage bags - 100 pieces
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Paper towels - 12 rolls
- Freezer bags - 2 boxes

Tips

Plan one chair per registered participant, plus a small reserve if the room allows. Add enough tables for registration, catering, speakers and any materials that need to be displayed.
For a full-day congress, allow at least two coffee or tea service points if attendance is high, with enough cups, water glasses, spoons and serving utensils for one complete service round.
Prepare one name badge and one printed programme per participant, plus around 10% extra for late registrations, damaged copies and unexpected guests.
Check presentation equipment at least 24 hours before the congress. Test the projector, screen, laptop, HDMI cables, microphones, speakers and clicker together rather than separately.
Buy or prepare clear route signs for the entrance, registration desk, meeting rooms, toilets and catering area. Put spare extension cords, power strips and batteries in the technical kit before doors open.

Frequently asked questions

How many chairs do I need for a senior citizens congress?: Provide one chair for every confirmed participant, speaker and staff member who needs a seat. Add roughly 5% extra, or at least five additional chairs for a group of 100, if storage and room size permit.
How much tableware is needed for a congress lunch?: Count one dinner plate, dessert plate and cutlery set per attendee, then add 10% spare. For coffee and water, plan at least one cup and one glass per person per service, with extra cups available for refills.
When should I reserve microphones and a projector?: Reserve the projector, screen, microphones, speakers and mixer as soon as the speakers and programme are confirmed, preferably at least four weeks before the congress. Test the complete setup no later than 24 hours before the event.
How many printed programmes and name badges should I make?: Prepare one of each for every confirmed participant, speaker and organiser who will be visible at the event. Add 10% extra; for 200 expected attendees, print or prepare about 220 copies and badges.

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