What you need for a tourism congress

A tourism congress needs more than chairs and a projector. You will need a clear registration setup, reliable presentation equipment, printed materials, catering supplies and enough tableware for the full programme. This shopping list helps you check what must be bought, hired or brought to the venue before speakers and delegates arrive. Pay particular attention to microphones, power connections, name badges and dietary requirements: these are often left until the final week, when replacements are difficult to arrange.

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What to bring

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

Furniture

Conference chairsqty 110
Tablesqty 18
Registration tablesqty 2
Buffet tablesqty 6
Bar stoolsqty 8
Speaker table
Stage sectionsqty 4
Coat racksqty 3
Waste binsqty 10

Equipment

Projectorqty 2
Projection screenqty 2
Laptopqty 2
Presentation clickerqty 2
Wireless microphonesqty 4
Microphone standsqty 2
Mixer
Speakersqty 2
DI box
Extension cordsqty 8
Power stripsqty 8
USB sticksqty 4
Charging cablesqty 6
Cloakroom numbersqty 120

Tableware

Dinner platesqty 120
Dessert platesqty 120
Coffee cupsqty 120
Water glassesqty 140
Wine glassesqty 120
Coffee spoonsqty 120
Tablespoonsqty 120
Forksqty 120
Knivesqty 120
Serving plattersqty 20
Serving tongsqty 12
Water jugsqty 12

Catering

Coffee machinesqty 3
Thermos flasksqty 8
Water dispensersqty 3
Coolersqty 4
Food warmersqty 8
Chafing dishesqty 8
Table runnersqty 18
Serving plattersqty 20
Groceries
- Coffee beans - 4 kilos
- Decaffeinated coffee - 1 kilo
- Black tea - 200 bags
- Green tea - 100 bags
- Herbal tea - 100 bags
- Sugar - 2 kilos
- Sweeteners - 200 pieces
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lemons - 3 kilos
- Still mineral water - 120 bottles
- Sparkling mineral water - 60 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Ice tea - 18 bottles
- Apple juice - 12 liters
- Orange juice - 12 liters
- Beer - 120 bottles
- Alcohol-free beer - 48 bottles
- White wine - 24 bottles
- Red wine - 12 bottles
- Prosecco - 12 bottles
- Ice cubes - 20 kilo
- Mini croissants - 120 pieces
- Mini rolls - 180 pieces
- Whole wheat bread - 12 loaves
- White rolls - 120 pieces
- Multigrain sandwiches - 80 pieces
- Unsalted butter - 2 kilos
- Young cheese - 4 kilos
- Brie - 2 kilos
- Cream cheese - 2 kilo
- Ham - 3 kilos
- Chicken breast - 3 kilo
- Smoked salmon - 2 kilos
- Hummus - 3 kilos
- Avocado spread - 2 kilos
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Honey - 2 jars
- Cucumbers - 4 kilos
- Tomatoes - 5 kilos
- Arugula - 1 kilo
- Mixed lettuce - 5 kilos
- Bell peppers - 3 kilos
- Carrots - 3 kilos
- Grapes - 5 kilos
- Apples - 8 kilos
- Bananas - 6 kilos
- Mandarins - 5 kilos
- Walnuts - 1 kilo
- Almonds - 1 kilo
- Raisins - 1 kilo
- Olive oil - 2 liters
- Balsamic vinegar - 1 liter
- Mayonnaise - 2 liter
- Mustard - 1 liter
- Ketchup - 1 liter
- Pesto sauce - 1 kilo
- Pepper - 250 gram
- Salt - 500 grams
- Paprika powder - 250 gram
- Italian herbs - 250 grams
- Soup - 25 liters
- Baguettes - 25 pieces
- Hot vegetarian dish - 35 portions
- Hot meat meal - 75 portions
- Rice - 8 kilo
- Pasta - 8 kilo
- Vegetable mix - 15 kilos
- Potatoes - 15 kilo
- Vegan gravy - 5 liters
- Dessert pastries - 120 portions
- Fresh fruit for dessert - 8 kilos
- Chocolate - 3 kilos
- Cookies - 5 kilos
- Salted nuts - 3 kilos
- Paprika chips - 3 kilos
- Plain crisps - 3 kilo
- Napkins - 1500 pieces
- Paper cups - 300 pieces
- Paper plates - 150 pieces
- Cocktail picks - 500 pieces
- Cling film - 3 rolls
- Aluminum foil - 3 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Trash bags - 80 pcs
- Large trash bags - 40 pieces
- Dish soap - 3 liters
- All-purpose cleaner - 3 liters
- Glass cleaner - 2 liters
- Disinfectant - 2 liters
- Hand soap - 6 dispensers
- Hand sanitizer - 6 bottles
- Toilet paper - 48 rolls
- Paper towels - 12 packs
- Air freshener - 4 cans

Decorations

Congress bannersqty 3
Cocktail table coversqty 8
Flower arrangementsqty 8
Table name cardsqty 20
Directional signsqty 12
Name badge holdersqty 120
Lanyardsqty 120

Lighting

LED spotlightsqty 8
Standing lampsqty 4

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Serving spoonsqty 12
Kitchen tongsqty 8
Measuring cupsqty 3

Cleaning

Cleaning bucketsqty 4
Mopsqty 6
Broom setsqty 3
Vacuum cleaner
Microfiber clothsqty 20
Waste sorting binsqty 6

Tips

Set up one registration area with at least two registration tables, a laptop and printed name badges. For a busy arrival period, prepare one registration point per 75–100 delegates so queues do not delay the opening session.
Allow at least one wireless microphone for the chair and two for audience questions, plus a spare microphone if the budget and supplier allow. Test every microphone, speaker and presentation laptop during the technical rehearsal, not on the morning of the congress.
Plan power before equipment arrives: count every projector, laptop, mixer and charging point, then add at least 20% spare capacity in extension cords and power strips. Keep USB sticks and charging cables at the speaker table for last-minute file transfers.
Order tableware from the final registration number and add 10% extra for breakage and unexpected guests. Separate coffee cups, water glasses, wine glasses and plates by service so staff can replenish the buffet without searching through mixed boxes.
Print route signs, programme brochures and badges only after the final participant list and speaker schedule are confirmed. Keep a small reserve of blank badges and spare printed signs for late registrations, name changes and room changes.

Frequently asked questions

How many chairs do I need for a tourism congress?: Use the final delegate list and add 5–10% spare chairs for speakers, staff and late arrivals. For 200 registered guests, prepare about 210–220 conference chairs, depending on the room layout.
How many microphones are needed for a tourism congress?: Plan for one microphone for the chair, one for the main speaker and at least two wireless microphones for questions in a large room. Keep one spare available where possible, and test the complete setup during the technical rehearsal.
How much tableware should I order for a congress?: Order tableware for the maximum number expected at each service, then add about 10% extra. For 200 guests, that means roughly 220 coffee cups, water glasses and plates, adjusted for whether items are washed and reused between sessions.
When should I print name badges and programme brochures?: Print them after registrations close and the final participant list is checked, usually 3–5 working days before the congress. Keep blank badges and a small number of spare brochures on site for late changes.

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