What you need for a Women's Congress

A Women's Congress needs more than chairs and catering. You will need a clear registration setup, tableware for each meal and break, and reliable equipment for presentations and speakers. Use the guest list to calculate food, drinks, badges and printed programmes, then check every cable and microphone before participants arrive. Order catering and confirm rentals early, especially when several speakers, a stage and a full seating layout are involved.

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What to bring

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

Furniture

Chairsqty 115
Tablesqty 18
Registration desk
Buffet tablesqty 6
Speaker table
Stage sectionsqty 4
Clothes racksqty 2

Tableware

Dinner platesqty 120
Dessert platesqty 120
Coffee cupsqty 120
Water glassesqty 140
Wine glassesqty 120
Forksqty 130
Knivesqty 130
Spoonsqty 130
Coffee spoonsqty 120
Serving plattersqty 12
Serving spoonsqty 12

Equipment

Projector
Projection screen
Laptop
Wireless microphonesqty 3
Microphone standsqty 2
Audio mixer
Speakersqty 2
Extension cordsqty 6
Power stripsqty 6
HDMI cablesqty 3
Presentation clicker
Power banksqty 4

Decorations

Congress banner
Flower arrangementsqty 6
Table runnersqty 12
Name badgesqty 120
Wayfinding signsqty 8
Menusqty 12

Lighting

LED string lightsqty 6
LED floor lampsqty 4

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 4
Serving tongsqty 12
Cutting boardsqty 4
Chef's knifeqty 4
Food warmersqty 6
Tea towelsqty 12

Cleaning

Waste binsqty 8
Dustpans and brushesqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6

Catering

Groceries
- Coffee - 3 kilos
- Decaf coffee - 500 grams
- Black tea - 200 bags
- Herbal tea - 100 bags
- Green tea - 100 bags
- Sugar - 2 kilos
- Sweeteners - 200 pieces
- Milk - 8 liters
- Oat milk - 6 liters
- Lemons - 2 kilos
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Tonic - 4 bottles
- Apple juice - 6 liters
- Orange juice - 8 liters
- White wine - 12 bottles
- Rosé - 8 bottles
- Alcohol-free beer - 48 bottles
- Beer - 48 bottles
- Still water - 20 liters
- Sparkling water - 12 liter
- Mini quiches - 150 pieces
- Vegetable wraps - 120 pieces
- Hummus - 3 kilos
- Cucumber - 3 kilos
- Cherry tomatoes - 3 kilos
- Carrots - 2 kilos
- Bell pepper strips - 2 kilo
- Olives - 2 kilos
- Mixed nuts - 2 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Baguettes - 12 pieces
- Butter - 1 kilo
- Green salad - 8 kilos
- Pasta salad - 10 kilos
- Couscous salad - 8 kilos
- Grilled vegetables - 8 kilos
- Falafel - 6 kilo
- Chicken breast - 12 kilo
- Rice - 8 kilo
- Potatoes - 10 kilos
- Vegetarian gravy - 5 liters
- Garlic sauce - 3 liters
- Yogurt dressing - 3 liters
- Pesto dressing - 2 liters
- Mayonnaise - 2 liter
- Ketchup - 2 liters
- Salt - 500 grams
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Italian herbs - 250 grams
- Olive oil - 2 liters
- Balsamic vinegar - 1 liter
- Fresh fruit - 15 kilos
- Apple pie slices - 120 pieces
- Vegan pastries - 20 pieces
- Gluten-free pastries - 15 pieces
- Cheese board - 5 kilos
- Grapes - 4 kilos
- Crackers - 10 packs
- Diet meals - 15 pieces
- Napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Disinfectant spray - 2 bottles
- Hand soap - 6 dispensers
- Paper towels - 12 packs
- Aluminum foil - 3 rolls
- Cling film - 3 rolls
- Baking paper - 2 rolls
- Food containers - 20 pieces

Tips

Plan one name badge and one printed programme per registered participant, then add at least 5% extra for last-minute registrations or damaged copies.
For a full-day congress, allow at least two water glasses per person, plus coffee cups, dessert plates and cutlery for every planned service. Confirm dietary requirements before placing the catering order.
Prepare the registration desk with the final participant list, alphabetised name badges and spare pens at least 60 minutes before doors open. Keep extra badges available for walk-ins.
Test the projector, screen, laptop, HDMI cables, clicker, mixer, speakers and wireless microphones together at the venue. Bring at least two extension cords, two power strips and charged power banks as backup.
Match the room layout to the programme before delivery: count chairs and tables by seating plan, reserve a speaker table, and check that the stage, microphone stands and clothes racks do not block the entrance.

Frequently asked questions

How many chairs do I need for a Women's Congress?: Plan one chair for every registered participant, speaker and organiser who will sit in the room. Add 5–10% spare capacity, so a congress with 100 attendees needs 105–110 chairs.
How much tableware is needed for a Women's Congress?: For each meal, provide one dinner plate, fork and knife per person, with dessert plates and spoons if dessert is served. For a 100-person congress, prepare at least 105 place settings and enough coffee cups and water glasses for the breaks.
When should I order catering for a Women's Congress?: Place the catering order at least 7–10 days before the event, once registrations and dietary requirements are nearly final. Send the confirmed headcount and any changes to the caterer 48 hours before the start.
How early should AV equipment be checked before the congress?: Test all presentation and audio equipment at the venue at least 90 minutes before participants arrive. Collect presentations no later than the day before so the laptop, projector and clicker can be tested with the actual files.

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