Sports congress shopping list

A sports congress needs more than chairs and a projector. You will need reliable presentation equipment, registration supplies, catering tableware and enough power connections for a full programme. Plan quantities around your confirmed attendee count, then add a small buffer for late registrations, damaged items and speakers who need extra support. This list helps you check what to buy, hire or bring before the venue opens.

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What to bring

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

Furniture

Chairsqty 120
Tablesqty 18
Registration desk
Speaker table
Bar stoolsqty 6
Clothes racksqty 2

Equipment

Projectorqty 2
Projection screenqty 2
Presentation laptopsqty 2
Presentation clickersqty 2
Wireless microphonesqty 4
Microphone standsqty 2
Speakersqty 4
Mixer
Extension cordsqty 8
Power stripsqty 8
HDMI cablesqty 4
USB-C adaptersqty 4
Power banksqty 4

Tableware

Coffee cupsqty 130
Water glassesqty 130
Wine glassesqty 130
Dinner platesqty 130
Dessert platesqty 130
Cutlery setsqty 130
Coffee spoonsqty 130
Serving traysqty 12
Soup ladlesqty 6

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Food warmersqty 6
Coolersqty 6
Thermos flasksqty 8
Cutting boardsqty 4
Chef's knifeqty 4
Serving tongsqty 10
Small bowlsqty 20

Decorations

Conference bannersqty 4
Tableclothsqty 18
Name badgesqty 130
Name badge holdersqty 130
Flower arrangementsqty 8
Pensqty 140
Notepadsqty 130
Program foldersqty 130
Directional signsqty 12
Painter's tapeqty 6
Cable matsqty 8

Sports equipment

Sports ballsqty 8
Sports conesqty 20
Resistance bandsqty 20
Yoga matsqty 20
Stopwatchesqty 4

Cleaning

Waste binsqty 8
Hand broomsqty 2
Trash binsqty 4

Catering

Groceries
- Coffee - 8 packs
- Decaffeinated coffee - 2 packs
- Tea selection - 12 boxes
- Sugar - 3 kilos
- Sweetener - 2 boxes
- Milk - 12 liters
- Oat milk - 6 liters
- Lemon - 2 kilos
- Still water - 80 bottles
- Sparkling water - 80 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Tonic - 12 bottles
- Apple juice - 12 liters
- Orange juice - 12 liters
- Beer - 8 crates
- Alcohol-free beer - 3 cases
- White wine - 18 bottles
- Red wine - 12 bottles
- Prosecco - 8 bottles
- Ice cubes - 20 kilo
- Unsalted butter - 2 kilos
- Margarine - 1 kilo
- Sandwiches - 160 pieces
- Whole grain bread - 8 loaves
- Mini croissants - 160 pcs
- Young cheese - 4 kilos
- Aged cheese - 3 kilos
- Ham - 3 kilos
- Chicken breast topping - 3 kilos
- Hummus - 2 kilos
- Cream cheese - 2 kilo
- Cucumber - 4 kilos
- Tomatoes - 5 kilos
- Lettuce - 12 heads
- Bell peppers - 3 kilos
- Chicken breast - 12 kilo
- Vegetarian burgers - 40 pieces
- Ground beef - 8 kilo
- Rice - 8 kilo
- Pasta - 8 kilo
- Potatoes - 12 kilos
- Mixed vegetables - 12 kilo
- Broccoli - 6 kilo
- Carrots - 5 kilos
- Onions - 4 kilos
- Garlic - 6 bulbs
- Coconut milk - 12 cans
- Diced tomatoes - 18 cans
- Vegetable stock - 3 boxes
- Olive oil - 3 liters
- Sunflower oil - 2 liters
- Salt - 1 kilo
- Pepper - 250 gram
- Paprika powder - 250 gram
- Curry powder - 250 grams
- Italian herbs - 3 jars
- Mayonnaise - 3 liters
- Ketchup - 3 liters
- Mustard - 2 liters
- Garlic sauce - 2 liters
- Satay sauce - 3 liter
- Mixed salads - 12 kilos
- Salad dressing - 3 liters
- Apples - 12 kilos
- Bananas - 8 kilos
- Grapes - 6 kilos
- Oranges - 8 kilo
- Muesli bars - 160 pieces
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Nut mix - 5 kilos
- Olives - 3 kg
- Cheese cubes - 4 kilo
- Bitterballen - 400 pieces
- Vegetarian bitterballen - 150 pieces
- Mini spring rolls - 250 pieces
- Brownies - 160 pieces
- Cookies - 8 packs
- Vegan cookies - 4 packs
- Gluten-free rolls - 20 pieces
- Gluten-free snacks - 4 packs
- Vegan spread - 2 kilos
- Lactose-free milk - 4 liters
- Dish soap - 3 bottles
- Dishwasher tablets - 1 box
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Paper towels - 12 rolls
- Napkins - 500 pieces
- Aluminum foil - 3 rolls
- Cling film - 3 rolls
- Baking paper - 2 rolls
- Trash bags - 4 rolls
- Toilet paper - 48 rolls
- Paper towels - 12 packs
- Hand soap - 8 bottles

Tips

Plan one name badge, printed programme and registration record per attendee, plus 5–10% extra for late arrivals or corrections. Keep spare pens and blank badges at the registration desk.
For a full-day congress, allow at least one coffee cup and water glass per person at each service, then add 10% extra. If glasses are washed and reused, arrange enough turnover time between sessions.
Test every presentation laptop, projector, screen, microphone and clicker at least 60 minutes before doors open. Bring both HDMI cables and USB-C adapters because speakers often use different connections.
Count power strips and extension cords by room rather than buying one large bundle for the whole venue. Keep two spare adapters and several charged power banks at the registration or speaker desk.
Order catering only after dietary requirements are collected and checked against the participant list. Keep clearly labelled alternatives separate, and confirm delivery or collection time at least 48 hours before the congress.

Frequently asked questions

What do I need for a sports congress registration desk?: Prepare one name badge and printed programme per registered participant, with 5–10% extra. The desk also needs the current participant list, spare blank badges, pens and a clear place for late registration.
How much AV equipment do I need for a sports congress?: Each presentation room needs a projector, projection screen, presentation laptop, clicker and suitable microphone setup. Test the full connection at least 60 minutes before opening and keep one backup laptop or presentation copy available.
How many cups and glasses should I buy for a sports congress?: For each coffee or water service, plan one cup and one glass per attendee, plus 10% extra. Add wine glasses, dinner plates, dessert plates and cutlery only if those items match the catering format.
When should I order catering for a sports congress?: Confirm the catering order after registrations and dietary requirements are reviewed, preferably at least 48 hours before the event. Recheck the final participant count and delivery time on the day before the congress.

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