What you need for a student congress

A student congress needs more than chairs and a projector. You also need a reliable registration setup, presentation backups, enough serving equipment for the catering and clear ways to keep speakers and attendees moving through the day. Use the quantities in your confirmed registration list to calculate drinks, cups, plates and cutlery. Arrange technical equipment early, then test every laptop, adapter, microphone and cable before the first speaker arrives.

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What to bring

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

Furniture

Chairsqty 110
Tablesqty 14
Registration deskqty 2
Speaker table
Stoolsqty 6
Table linenqty 14

Equipment

Projectorqty 2
Projection screenqty 2
Presentation laptopsqty 2
HDMI adaptersqty 4
Presentation clickersqty 2
Wireless microphonesqty 4
Microphone standsqty 3
Speakersqty 2
Mixer
Power stripsqty 8
Extension cordsqty 8
Gaffer tapeqty 4
USB sticksqty 4
Power banksqty 4

Tableware

Coffee cupsqty 120
Glassesqty 120
Platesqty 120
Cutlery setsqty 120
Serving spoonsqty 12
Soup ladlesqty 8
Coffee potsqty 6
Water jugsqty 8

Kitchen

Thermos flasksqty 8
Coolersqty 6
Serving plattersqty 12
Serving plattersqty 12
Cutting boardsqty 4
Chef's knivesqty 4
Food warmersqty 6
Serving spoonsqty 12
Serving traysqty 8
Bread basketsqty 8

Decorations

Congress bannersqty 3
Table signsqty 14
Route signsqty 10
Directional signsqty 12
Name badgesqty 120
Badge holdersqty 120
Wristbandsqty 120
Program leafletsqty 120
Pensqty 120
Notepadsqty 120
Table décorqty 14
Disposable Tapeqty 6
Poster puttyqty 4

Cleaning

Waste binsqty 10
Mop setsqty 3
Bucketsqty 3
Spongesqty 12
Dish brushesqty 4
Hand soap dispensersqty 6
Towel dispensersqty 6

Catering

Groceries
- Coffee beans - 5 kilos
- Black tea - 250 bags
- Herbal tea - 100 bags
- Sugar - 3 kilos
- Sweetener - 2 boxes
- Semi-skimmed milk - 15 liters
- Oat milk - 8 liters
- Lemons - 3 kilos
- Still mineral water - 80 bottles
- Sparkling mineral water - 40 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Sparkling water - 12 bottles
- Whole wheat bread - 20 loaves
- White rolls - 120 pieces
- Wholewheat bread rolls - 120 pieces
- Mini wraps - 150 pieces
- Unsalted butter - 2 kilos
- Cream cheese - 3 kilos
- Young cheese - 5 kilos
- Aged cheese - 3 kilos
- Turkey breast - 4 kilos
- Smoked chicken breast - 4 kilo
- Hummus - 4 kilos
- Peanut butter - 2 kilo
- Strawberry jam - 2 kilos
- Cucumbers - 5 kilos
- Tomatoes - 6 kilos
- Arugula - 1 kilo
- Peppers - 4 kilos
- Avocados - 4 kilos
- Chickpeas - 3 kilos
- Corn - 3 kilos
- Olives - 2 kilos
- Feta cheese - 3 kilos
- Mayonnaise - 3 liters
- Mustard - 2 liters
- Ketchup - 2 liters
- Pesto sauce - 2 kilos
- Balsamic vinegar - 1 liter
- Olive oil - 2 liters
- Salt - 1 kilo
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Garlic powder - 250 grams
- Italian herbs - 250 grams
- Vegetable bouillon - 2 kilo
- Tomato Soup - 25 liter
- Vegetable soup - 15 liters
- Baguettes - 20 pieces
- Garlic butter - 2 kilos
- Pasta - 12 kilo
- Rice - 8 kilo
- Tomato sauce - 15 liters
- Vegetable mix - 15 kilos
- Mushrooms - 6 kilos
- Zucchini - 6 kilos
- Vegetarian meatballs - 8 kilos
- Chicken breast - 12 kilo
- Curry sauce - 8 liters
- Coconut milk - 8 liters
- Naan bread - 120 pieces
- Mixed salad - 12 kilos
- Cucumber salad - 8 kilos
- Yogurt dressing - 5 liters
- Vegan dressing - 3 liters
- Apples - 15 kilo
- Bananas - 12 kilo
- Grapes - 10 kilos
- Oranges - 12 kilo
- Muesli bars - 150 pieces
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Snack mix - 8 bags
- Cookies - 10 kilos
- Brownies - 120 pieces
- Allergen cards - 30 pieces
- Napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 50 pieces
- Dish soap - 3 liters
- All-purpose cleaner - 3 liters
- Glass cleaner - 2 bottles
- Disinfectant wipes - 6 packs
- Rubber gloves - 12 pairs
- Trash can liners - 30 pieces

Tips

Plan two to three drinks per attendee for the first hour, then one drink per person for each additional hour. Add extra water jugs or thermos flasks if the programme runs through a full day.
Keep one presentation laptop, one USB stick and the required HDMI adapters at the speaker table. Collect presentations at least 24 hours before the congress so you can test them in advance.
Prepare one name badge per registered attendee, plus 5–10 blank badges for late changes. Put the printed participant list and sorted badges at the registration desk before doors open.
Count coffee cups, glasses, plates and cutlery against the catering order, then add roughly 10% spare. Serving spoons, soup ladles, coffee pots and table linen are easy to overlook when catering arrives.
Bring enough power strips and extension cords for the projector, laptops, mixer and microphones, and secure loose cables with gaffer tape. Keep power banks available for volunteers or speakers whose phones need charging.

Frequently asked questions

How many drinks do I need for a student congress?: For the first hour, allow two to three drinks per attendee. After that, plan one drink per person per hour, with additional water for a full-day programme and warm rooms.
How many name badges should I print for a student congress?: Print one badge for every confirmed attendee and prepare 5–10 blank badges for corrections, walk-ins or lost badges. Finish printing and sorting them at least one day before registration opens.
When should I collect presentations from speakers?: Ask speakers to send their files at least 24 hours before the congress. Keep the final versions on the presentation laptop and a USB stick, then test each file with the projector and HDMI adapters.
How much tableware is needed for congress catering?: Match cups, glasses, plates and cutlery to the confirmed catering quantity, then add about 10% spare. For 100 attendees, that means planning for roughly 110 of each regularly used item.

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