What you need for a trade fair congress

A trade fair congress needs more than stands, chairs and coffee. You also need the right presentation connections, registration supplies, serving ware, cooling capacity and clear signs in place before attendees arrive. Use the quantities in your plan to shop for the expected number of participants, exhibitors and speakers. Check dietary requirements and presentation formats early, because missing adapters, glasses or printed badges are difficult to replace on the day.

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What to bring

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

Furniture

Conference chairsqty 180
Foldable tablesqty 24
Registration tablesqty 3
Buffet tablesqty 8
Bar stoolsqty 12
Speaker table
Stage sectionsqty 4
Exhibitor standsqty 24
Waste binsqty 12

Equipment

Screensqty 3
Laptopsqty 3
HDMI cablesqty 6
HDMI adaptersqty 6
Wireless microphonesqty 4
Microphone standsqty 2
Speakersqty 4
Mixer
Extension cordsqty 12
Power stripsqty 12
Presentation clickerqty 2
WiFi routersqty 2
Coolersqty 6
Coffee machinesqty 3
Kettlesqty 3

Tableware

Coffee cupsqty 180
Water glassesqty 220
Wine glassesqty 180
Platesqty 220
Cutlery setsqty 220
Serving plattersqty 24
Serving tongsqty 12
Coffee potsqty 6
Water carafesqty 12

Decorations

Name badgesqty 180
Holder standsqty 30
Program boardsqty 6
Tablecloth setsqty 24
Flower arrangementsqty 12
Pen holdersqty 24
Flag bannersqty 8

Lighting

LED floor lampsqty 8
Mood lightingqty 6

Catering

Coffee potsqty 6
Thermos flasksqty 8
Drink dispensersqty 6
Ice containersqty 6
Bread basketsqty 12
Napkin holdersqty 24
Groceries
- Coffee - 8 packs
- Decaffeinated coffee - 2 packs
- Black tea - 4 boxes
- Herbal tea - 3 boxes
- Sugar - 3 kilos
- Sweetener - 2 boxes
- Milk - 18 liters
- Oat milk - 8 liters
- Lemons - 3 kilos
- Spa Blauw - 120 bottles
- Spa Red - 60 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Tonic - 12 bottles
- Apple juice - 12 liters
- Orange juice - 12 liters
- Beer - 240 bottles
- Alcohol-free beer - 60 bottles
- White wine - 24 bottles
- Red wine - 12 bottles
- Prosecco - 12 bottles
- Ice cubes - 30 kilo
- Mini Croissants - 220 Pieces
- Mini chocolate rolls - 180 pieces
- Whole wheat bread - 12 loaves
- White rolls - 180 pieces
- Multigrain rolls - 120 pieces
- Unsalted butter - 3 kilo
- Young cheese - 6 kilo
- Aged cheese - 3 kilo
- Hummus - 4 kilos
- Cream cheese - 3 kilos
- Sliced chicken breast - 4 kilos
- Roast beef slices - 3 kilos
- Tomatoes - 5 kilos
- Cucumbers - 4 kilos
- Lettuce - 12 heads
- Red onion - 2 kilos
- Bell peppers - 3 kilos
- Olives - 3 kg
- Grapes - 8 kilos
- Apples - 180 pieces
- Bananas - 120 pieces
- Mandarins - 120 pieces
- Nut mix - 5 kilos
- Raisins - 2 kilos
- Yogurt - 12 liters
- Granola - 5 kilos
- Mini muffins - 240 pieces
- Brownies - 180 pieces
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Salty snacks - 10 bags
- Herb cheese - 2 kilos
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 jars
- Balsamic vinegar - 2 bottles
- Olive oil - 3 liters
- Salt - 1 kilo
- Pepper - 500 grams
- Basil - 10 bunches
- Diet meals - 20 pieces
- Gluten-free rolls - 20 pieces
- Vegan spread - 2 kilos
- Vegan bites - 60 pieces
- Cocktail picks - 500 pieces
- Napkins - 1,000 pieces
- Paper towels - 12 rolls
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Trash bags - 100 pieces
- Dishwasher tablets - 1 package
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Toilet paper - 48 rolls
- Hand soap - 12 bottles
- Paper towels - 12 packs
- Disinfectant spray - 6 bottles
- AA batteries - 24 pieces
- AAA batteries - 24 pieces

Kitchen

Cutting boardsqty 6
Chef's utensil setsqty 4
Cooling matsqty 8

Cleaning

Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Cleaning clothsqty 24
Hand broomsqty 4
Dustpan and brushqty 4

Tips

Allow at least one conference chair per registered attendee, plus a small reserve for speakers, exhibitors and last-minute changes. Set out registration tables separately from buffet tables so arrivals do not block catering.
Buy or collect one name badge and printed programme for every confirmed participant, speaker and exhibitor, then prepare around 5% extra. Sort badges before opening registration; searching through an unsorted box creates a queue immediately.
Check every presentation laptop, screen, HDMI cable, HDMI adapter and presentation clicker together at least one day before the congress. Keep one tested adapter and extension cord at the registration or technical desk rather than leaving all connections on stage.
For the first hour, plan on two to three drinks per person, including water, and keep extra water glasses available during sessions. Chill drinks before doors open and match wine glasses, plates, cutlery and serving platters to the catering schedule.
Count power strips, extension cords and WiFi routers by room rather than buying one central set. Label cables and adapters, and leave clear access to waste bins, exhibitor stands and the speaker table when arranging the floor plan.

Frequently asked questions

How many chairs do I need for a trade fair congress?: Start with one chair for every registered attendee, then add 5% to 10% for speakers, exhibitors and late changes. For 100 attendees, that means at least 105 to 110 chairs.
How much water and coffee should I buy for a congress?: Plan two to three drinks per person for the first hour, then about one drink per person per additional hour. For coffee, allow two cups per person for a half-day programme and add 10% if breaks are self-service.
When should I check presentation equipment for a trade fair congress?: Test screens, laptops, HDMI cables, adapters, microphones, speakers and the clicker at least one day before the event. Recheck the setup 60 to 90 minutes before registration opens.
How many printed programmes and name badges should I prepare?: Print one programme and prepare one badge for every confirmed participant, speaker and exhibitor. Add 5% extra; for 200 people, prepare about 210 copies and badges.

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