What you need for a Sustainability Congress

Use this shopping list to prepare the physical setup for a Sustainability Congress, from registration and presentations to coffee breaks and lunch. Plan quantities from your confirmed attendance, then add a small buffer for late arrivals and replacements. Reusable cups, glasses, plates and cutlery reduce waste, while backup cables, adapters and power supplies prevent avoidable delays. Order catering and rental items early, especially when several sessions share the same equipment.

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What to bring

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

Furniture

Conference chairsqty 120
Tablesqty 12
Buffet tablesqty 4
Registration desk
High tablesqty 10
Speaker chairsqty 6
Clothes hangersqty 30

Equipment

Projector
Projection screen
Laptopqty 2
HDMI cablesqty 3
HDMI adaptersqty 4
Wireless microphonesqty 3
Microphone standsqty 2
Presentation clickerqty 2
Extension cordsqty 6
Power stripsqty 8
Mobile chargersqty 4
Wi-Fi hotspot

Tableware

Reusable coffee cupsqty 120
Reusable water glassesqty 120
Reusable wine glassesqty 120
Reusable platesqty 120
Reusable cutleryqty 120
Serving plattersqty 12
Serving spoonsqty 8
Pitchersqty 12
Thermos flasksqty 8

Kitchen

Coolersqty 6
Food warmersqty 6
Coffee machinesqty 3
Kettlesqty 3
Cutting boardsqty 4
Bread knivesqty 4
Serving tongsqty 8
Tablecloth clipsqty 24

Decorations

Table runnersqty 12
Houseplantsqty 10
Reusable name badgesqty 120
Badge holdersqty 120
Sustainability Postersqty 12
Information boardsqty 8
Chalkboardsqty 6
Directional signsqty 12

Lighting

LED table lampsqty 8
LED string lightsqty 4

Cleaning

Waste binsqty 8
Waste sorting stickersqty 8
Cleaning bucketsqty 3
Microfiber clothsqty 12
Broom setsqty 3
Mopsqty 3
Rubber glovesqty 6
Hand soap dispensersqty 4

Catering

Groceries
- Coffee - 12 packs
- Decaffeinated coffee - 2 packs
- Black tea - 4 boxes
- Herbal tea - 3 boxes
- Oat milk - 12 liters
- Semi-skimmed milk - 8 liters
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Lemons - 3 kilos
- Still water - 80 liter
- Sparkling water - 60 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Organic apple juice - 12 liters
- Organic orange juice - 12 liters
- Alcohol-free beer - 48 bottles
- Organic beer - 48 bottles
- Organic white wine - 12 bottles
- Organic red wine - 8 bottles
- Organic rosé - 6 bottles
- Whole wheat bread - 18 loaves
- Whole grain mini rolls - 180 pieces
- Multigrain crackers - 12 packs
- Unsalted butter - 2 kilos
- Plant-based margarine - 2 kilos
- Young cheese - 4 kilos
- Hummus - 4 kilos
- Avocado spread - 2 kilos
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Cucumbers - 5 kilos
- Tomatoes - 5 kilos
- Arugula - 2 kilos
- Bell peppers - 3 kilos
- Carrots - 4 kilos
- Radishes - 2 kilo
- Chickpeas - 3 kilos
- Lentils - 3 kilos
- Quinoa - 4 kilos
- Wholegrain couscous - 4 kilos
- Olive oil - 3 liters
- Balsamic vinegar - 2 bottles
- Apple cider vinegar - 2 bottles
- Salt - 1 kilo
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Cumin - 250 grams
- Garlic powder - 150 gram
- Italian herbs - 150 grams
- Mayonnaise - 3 jars
- Mustard - 3 jars
- Ketchup - 3 bottles
- Vegan yogurt dressing - 3 liter
- Potatoes - 12 kilos
- Sweet potatoes - 8 kilos
- Zucchini - 6 kilos
- Onions - 5 kilo
- Mushrooms - 5 kilos
- Spinach - 3 kilos
- Coconut milk - 12 cans
- Vegetable stock - 3 boxes
- Apples - 12 kilos
- Pears - 8 kilo
- Bananas - 8 kilos
- Grapes - 6 kilos
- Unsalted nuts - 3 kilos
- Dried apricots - 2 kilos
- Oat bars - 140 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Olives - 3 kg
- Cherry tomatoes - 3 kilos
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 80 pcs
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Rinse aid - 2 bottles
- Dishwasher tablets - 100 pieces
- Hand soap - 6 refills
- Hand sanitizer gel - 6 bottles
- Paper napkins - 500 pieces

Tips

For drinks, allow two to three servings per person during the first hour, then one serving per person for each additional hour. Keep chilled drinks in coolers and place water pitchers and reusable glasses where delegates can refill them.
Prepare one chair per registered participant, plus 5–10% extra if the venue allows. Set aside separate speaker chairs and provide enough tables for registration, catering and materials rather than using the check-in desk for everything.
Pack presentation backups in one clearly labelled kit: a laptop, projector, screen, HDMI cables, adapters, extension cords, power strips and a presentation clicker. Test every connection at least 60 minutes before the first session.
For coffee breaks, provide one reusable cup per guest and keep at least 10% extra cups available. Use thermos flasks for smaller service points and serving platters and spoons for food that does not need warming.
Keep registration supplies together with the participant list, name badges and printed programme. Set up the desk 45–60 minutes before doors open, and place clothes hangers near the entrance if delegates are likely to arrive in coats.

Frequently asked questions

What should I buy for a Sustainability Congress?: Prepare reusable coffee cups, water and wine glasses, plates, cutlery, pitchers, thermos flasks, serving platters and spoons. You will also need presentation essentials such as a projector, screen, laptop, HDMI cables, adapters, microphones and power supplies.
How many cups and glasses do I need per delegate?: Plan one reusable coffee cup and one water glass per person, plus at least 10% extra for replacements and simultaneous use. Add wine glasses only if wine is part of the programme or catering service.
How early should I order catering and rental equipment?: Place catering and equipment orders at least 2–3 weeks before the congress, then confirm quantities and delivery times 3–5 days beforehand. Check reservations again on the day before the event.
How many spare cables and adapters should I bring?: Bring at least one spare HDMI cable, one spare HDMI adapter and one additional power strip for each presentation area. Pack a backup laptop or Wi-Fi hotspot if the programme depends on online files or remote speakers.

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