What you need for a youth congress

A youth congress needs more than chairs and coffee. You will need supplies for registration, name badges, workshops, presentations, catering, and a smooth room setup. Plan tableware for the full participant count, plus a small buffer for late arrivals and replacements. Check technical equipment and cables at least one day before the event, then bring all materials to the venue before registration opens.

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What to bring

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

Furniture

Tablesqty 18
Chairsqty 120
Registration deskqty 2
Coat racksqty 4
Stoolsqty 8

Tableware

Reusable cupsqty 150
Coffee cupsqty 120
Platesqty 130
Forksqty 130
Knivesqty 130
Spoonsqty 130
Serving traysqty 12
Pitchersqty 8

Equipment

Presentation screen
Presentation laptop
Wireless microphonesqty 4
Microphone standsqty 2
Speakersqty 2
HDMI cablesqty 3
Extension cordsqty 6
Power stripsqty 8
Power banksqty 6
Flip chartsqty 6
Portable fansqty 4

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Thermos flasksqty 8
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving spoonsqty 10
Serving tongsqty 8
Food containersqty 20
Aluminum foilqty 4
Cling filmqty 4

Decorations

Congress bannersqty 4
Wayfinding signsqty 12
Tableclothsqty 18
Name badge holdersqty 120
Pensqty 150
Wristbandsqty 120
Buntingqty 12
Poster puttyqty 6

Lighting

LED lightsqty 8

Cleaning

Waste binsqty 12
Broom and dustpanqty 3
Mopsqty 3
Bucketsqty 4
Cleaning glovesqty 8
Microfiber clothsqty 20
Hand soap dispensersqty 6
Towel dispensersqty 6

Catering

Groceries
- Coffee - 3 kilos
- Decaf coffee - 500 grams
- Black tea - 3 boxes
- Green tea - 2 boxes
- Herbal tea - 2 boxes
- Hot chocolate - 2 liters
- Sugar - 2 kilos
- Sweetener - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 8 liters
- Soy milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Ice tea - 10 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Lemons - 3 kilos
- Cucumbers - 12 pieces
- Cherry tomatoes - 4 kilos
- Carrots - 4 kilos
- Bell peppers - 3 kilos
- Apples - 8 kilos
- Bananas - 6 kilos
- Grapes - 5 kilos
- Mandarins - 5 kilos
- Muesli bars - 150 pieces
- Granola bars - 120 pieces
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Tortilla chips - 8 bags
- Salsa - 6 jars
- Unsalted nuts - 4 kilos
- Raisins - 2 kilos
- Rice cakes - 8 packs
- Whole wheat bread - 12 loaves
- Whole wheat wraps - 10 packs
- Hummus - 3 kilos
- Cream cheese - 2 kilo
- Young cheese - 3 kilos
- Turkey breast - 2 kilos
- Peanut butter - 4 jars
- Jam - 4 jars
- Lettuce - 12 heads
- Chickpeas - 12 cans
- Corn - 8 cans
- Tomato soup - 12 liters
- Vegetable soup - 12 liters
- Pasta salad - 12 kilos
- Couscous salad - 10 kilos
- Vegetarian wraps - 120 pieces
- Vegan wraps - 40 pieces
- Gluten-free rolls - 20 pieces
- Chicken breast strips - 6 kilo
- Falafel - 5 kilos
- Rice - 8 kilo
- Vegetable curry - 15 liter
- Coconut milk - 12 cans
- Curry powder - 2 jars
- Paprika powder - 2 jars
- Garlic powder - 2 jars
- Salt - 1 kilo
- Black pepper - 500 grams
- Olive oil - 3 liters
- Mayonnaise - 3 jars
- Ketchup - 3 bottles
- Mustard - 2 jars
- Vegan mayonnaise - 2 jars
- Cookies - 10 packs
- Brownies - 120 pieces
- Paper napkins - 500 pieces
- Paper cups - 200 pieces
- Stirrers - 300 pieces
- Teaspoons - 200 pieces
- Coffee filters - 2 packs
- Ice cubes - 15 kilos
- Trash bags - 5 rolls
- Paper towels - 8 rolls
- Toilet paper - 36 rolls
- All-purpose cleaner - 4 bottles
- Dish soap - 3 bottles
- Dishwasher tablets - 1 box
- Glass cleaner - 2 bottles
- Disinfectant wipes - 6 packs
- Hand soap - 6 refills
- Hand sanitizer gel - 6 bottles

Tips

Plan one registration desk with the participant list, printed program, name badges, and pens ready before doors open. Bring at least 10% more badges and pens than the confirmed registration count.
For catering, count one plate, fork, knife, spoon, and reusable cup per participant, plus 10% extra. Provide coffee cups separately if coffee is served throughout the day.
Allow at least one presentation laptop, screen, microphone, speaker, HDMI cable, extension cord, and power strip for the main room. Test every presentation file and cable before the first speaker arrives.
Give each workshop enough flip charts and writing materials for its group rather than sharing one set across the whole congress. Check the workshop inventory before shopping so you do not buy supplies already available.
Prepare drinks and temperature control before participants arrive: fill pitchers, cool drinks in coolers, and set out thermos flasks. Keep power banks available for volunteers and check portable fans if the room may become warm.

Frequently asked questions

How many cups and plates do I need for a youth congress?: Start with one cup and one plate per participant, then add 10% extra for replacements and late arrivals. For 100 participants, that means 110 reusable cups and 110 plates, with matching forks, knives, and spoons.
What equipment is needed for presentations at a youth congress?: For the main presentation space, prepare a presentation screen, presentation laptop, HDMI cables, extension cords, power strips, speakers, and wireless microphones. Test the full setup at least one day before the congress and keep a spare cable available.
How much coffee and water should I buy for a youth congress?: For a half-day event, plan roughly 2 to 3 cups of coffee per person and continuous access to water. For 100 participants, prepare about 200 to 300 coffee servings, using coffee machines or kettles, pitchers, and thermos flasks.
When should I buy and bring the congress supplies?: Buy non-perishable workshop, registration, and presentation supplies at least 3 to 5 days beforehand. Bring catering items, chilled drinks, and other perishables on the event day, before the venue opens and registration begins.

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