What you need for a trade union congress

A trade union congress needs more than chairs and a meeting room. You will need registration furniture, name-badge materials, printed programmes, handouts, catering supplies and reliable presentation equipment. Confirm your final participant count before buying food, drinks and printed items, then add a small margin for late arrivals. Check technical connections and power access before the event day, because missing cables or too few microphones are difficult to replace at short notice.

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What to bring

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

Furniture

Tablesqty 14
Chairsqty 110
Registration desk
Coat racksqty 4
Stoolsqty 6
Table linenqty 14
Stage table

Tableware

Coffee cupsqty 120
Water glassesqty 140
Wine glassesqty 120
Platesqty 120
Dessert platesqty 120
Forksqty 130
Knivesqty 130
Spoonsqty 130
Serving spoonsqty 16
Serving utensilsqty 12
Coffee potqty 6
Teapotsqty 4
Water jugsqty 12

Equipment

Projector
Projection screen
Laptop
Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Mixer
Extension cordsqty 6
Power stripsqty 8
HDMI cablesqty 3
Presentation clickerqty 2
USB sticksqty 3
Charging cablesqty 6
Coolersqty 4
Food warmersqty 6
Coffee machinesqty 3
Kettlesqty 3
Lightingqty 6
Wall clocksqty 3

Decorations

Congress bannersqty 3
Directional signsqty 12
Table signsqty 14
Table décorqty 14
Speaker signsqty 8
Flagsqty 4
Flagpolesqty 4

Office

Name badgesqty 120
Lanyardsqty 120
Programsqty 120
Handoutsqty 120
Notepadsqty 120
Ballpoint pensqty 140
Ballotsqty 120
Ballot boxesqty 3
Flip chartqty 2
Flip chart paperqty 6
Markersqty 12
Tapeqty 6
Writing clipboardsqty 20

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Bread knivesqty 3
Serving plattersqty 14
Serving trays with lidsqty 8
Bread basketsqty 8
Small bowlsqty 16
Pliersqty 10
Measuring cupsqty 3
Kitchen glovesqty 6
Aluminum foilqty 4
Cling filmqty 4
Storage binsqty 12

Cleaning

Waste binsqty 8
Trash bag holdersqty 4
Cleaning cart
Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Cleaning clothsqty 20
Dish brushesqty 4
Hand soap dispensersqty 6
Toilet brushesqty 4

Safety

Cable matsqty 8
Non-slip matsqty 6
Flashlightsqty 4

Catering

Groceries
- Coffee beans - 3 kilograms
- Black tea - 6 boxes
- Herbal tea - 4 boxes
- Cocoa powder - 1 kilogram
- Sugar - 3 kilograms
- Sweeteners - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lemons - 2 kilograms
- Tap water - 40 liters
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Bitter lemon - 4 bottles
- Apple juice - 6 liters
- Orange juice - 8 liters
- Tonic - 4 bottles
- Beer - 120 bottles
- Non-alcoholic beer - 30 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Alcohol-free wine - 4 bottles
- Sparkling wine - 4 bottles
- Ice cubes - 15 kilograms
- Mini croissants - 120 pieces
- Mini muffins - 120 pieces
- Whole wheat bread - 12 loaves
- White bread - 8 loaves
- Multigrain bread - 8 loaves
- Wholemeal rolls - 120 pieces
- White buns - 80 pieces
- Rye bread - 4 packs
- Unsalted butter - 2 kilograms
- Margarine - 2 kilograms
- Young cheese - 4 kilograms
- Aged cheese - 3 kilograms
- Goat cheese - 1 kilogram
- Chicken breast slices - 2 kilograms
- Cooked ham - 2 kilograms
- Roast beef - 1 kilogram
- Smoked salmon - 1 kilogram
- Hummus - 2 kilograms
- Egg salad - 1 kilogram
- Herb cream cheese - 1 kilogram
- Peanut butter - 2 jars
- Jam - 3 jars
- Cucumbers - 15 pieces
- Tomatoes - 5 kilograms
- Arugula - 1 kilogram
- Mixed lettuce - 4 kilograms
- Peppers - 3 kilograms
- Red onions - 1 kilogram
- Carrots - 2 kilogram
- Grapes - 6 kilograms
- Apples - 100 pieces
- Bananas - 80 pieces
- Mandarins - 80 pieces
- Muesli bars - 120 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 6 bags
- Salted nuts - 3 kilogram
- Olives - 2 kilograms
- Sun-dried tomatoes - 1 kilogram
- Cheese cubes - 2 kilogram
- Dip sauce - 3 liter
- Mayonnaise - 2 liter
- Ketchup - 2 liters
- Mustard - 1 liter
- Balsamic vinegar - 1 liter
- Olive oil - 2 liters
- Salt - 500 grams
- Black pepper - 250 grams
- Italian herbs - 250 grams
- Garlic powder - 200 gram
- Vegetable stock - 2 boxes
- Tomato soup - 12 liters
- Vegetable soup - 8 liters
- Vegetarian quiche - 30 portions
- Chicken quiche - 50 portions
- Vegan vegetable wraps - 30 pieces
- Pasta salad - 10 kilogram
- Potato salad - 8 kilograms
- Baguettes - 20 pieces
- Herb butter - 2 kilograms
- Vegan margarine - 1 kilogram
- Gluten-free sandwiches - 12 pieces
- Lactose-free cheese - 500 grams
- Vegan cheese - 500 grams
- Gluten-free cookies - 4 packs
- Vegan cookies - 4 packs
- Brownies - 120 pieces
- Apple pie slices - 100 pieces
- Whipped cream - 3 liters
- Napkins - 600 pieces
- Paper straws - 200 pieces
- Disposable water cups - 200 pieces
- Trash bags - 50 pieces
- Organic waste bags - 20 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Dish soap - 3 liters
- Dishwasher tablets - 60 pieces
- Hand soap - 6 dispensers
- Hand sanitizer - 6 bottles
- All-purpose cleaner - 3 liters
- Glass cleaner - 2 bottles
- Toilet cleaner - 3 bottles
- Sponges - 12 pieces
- Rubber gloves - 8 pairs

Tips

Plan coffee, tea and water for the full programme rather than only the opening session. For the first hour, allow roughly two to three drinks per person, then about one drink per person per hour afterwards.
Prepare registration supplies for every attendee: a name badge, printed programme and any handouts they need. Print around 5% extra badges and programmes so late registrations do not leave you short.
Match the microphone setup to the room and programme. For a congress with panel discussions, prepare at least one microphone per active speaker, plus a spare if the budget and equipment allow.
Check every presentation connection before shopping is finished. Bring the laptop, projector, screen, HDMI cables, extension cords and power strips together for a full test at least one day before the congress.
Count tableware from the catering numbers, not from the number of tables. Include plates, dessert plates, forks, knives, spoons, coffee cups, water glasses and serving utensils, with at least 5% extra for breakage or unexpected guests.

Frequently asked questions

What should I buy for a trade union congress?: Plan for registration supplies, printed programmes and handouts, catering, drinks, tableware, name badges and presentation equipment. The core equipment includes a laptop, projector, projection screen, microphones, speakers, HDMI cables, extension cords and power strips.
How much coffee and water do I need for a congress?: For the first hour, allow about two to three drinks per person, including coffee, tea and water. After that, allow roughly one drink per person per hour and add 5% for late arrivals or extra consumption.
How many printed programmes and name badges should I order?: Order one programme and one name badge per registered participant, then add about 5% extra. Confirm the participant list and dietary requirements at least 3 to 5 days before printing or sharing final catering numbers.
When should I check the congress equipment and cables?: Test the laptop, projector, screen, microphones, mixer, speakers and HDMI connections at least one day before the congress. Check extension cords and power strips at the same time, and keep a spare connection option available.

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