What you need for an AI workshop

An AI workshop needs more than laptops and a projector. You will also need reliable power, the right adapters, printed worksheets, name badges and enough coffee supplies for breaks. Plan one laptop per participant or pair, plus at least one spare charger and extension lead for each working table. Check dietary requirements before shopping, and test the internet, presentations and demos before participants arrive. Use this list to prepare the equipment, stationery and refreshments without leaving small but essential items until the last minute.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 36

Equipment

Laptopsqty 30
Projector
Projection screen
HDMI cablesqty 3
HDMI adaptersqty 6
Power stripsqty 8
Extension cordsqty 6
Chargersqty 30
Timerqty 2

Tableware

Coffee cupsqty 36
Glassesqty 36
Platesqty 36
Cutlery setsqty 36
Serving plattersqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Cutting boardsqty 2
Bread knivesqty 2
Serving spoonsqty 6

Decorations

Name badgesqty 36
Table numbersqty 8
Welcome sign

Paper goods

Worksheetsqty 40
Notepadsqty 36
Pensqty 40
Flipchart padsqty 2
Flip chart markersqty 12
Sticky notesqty 12

Catering

Groceries
- Coffee beans - 2 packs
- Decaf coffee - 1 pack
- Black tea - 1 box
- Herbal tea - 1 box
- Sugar - 1 pack
- Milk - 4 liters
- Oat milk - 3 liters
- Still water - 24 bottles
- Sparkling water - 12 bottles
- Apple juice - 4 liter
- Orange juice - 4 liters
- Cola - 3 bottles
- Cola Zero - 3 bottles
- Paprika chips - 3 bags
- Plain chips - 3 bags
- Salted crackers - 4 packs
- Hummus - 1.5 kilograms
- Cucumber - 6 pieces
- Cherry tomatoes - 2 kilograms
- Grapes - 2 kilogram
- Apples - 36 pieces
- Wraps - 40 pieces
- Chicken breast slices - 1,5 kilogram
- Young cheese - 1,5 kilogram
- Vegan cheese - 500 grams
- Lettuce - 6 heads
- Tomatoes - 2 kilograms
- Bell peppers - 12 pieces
- Mayonnaise - 1 bottle
- Mustard - 1 jar
- Ketchup - 1 bottle
- Olive oil - 1 bottle
- Salt - 1 pack
- Black pepper - 1 jar
- Cookies - 4 packs
- Chocolate bars - 36 pieces
- Napkins - 4 packs
- Paper cups - 50 pieces
- Paper towels - 4 rolls
- Toilet paper - 12 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- Cleaning wipes - 2 packs
- Hand soap - 2 bottles
- Disinfectant wipes - 2 packs

Tips

Allow one laptop per participant or working pair, and bring at least one spare device if the workshop depends on live demonstrations. Check that every laptop has its charger before setup.
Count power strips and extension cords by table, not just for the room. Give each workstation access to power and bring the HDMI adapters needed for the laptops you will connect.
Print worksheets and prepare one notepad, pen and name badge per participant, plus a few extras. Make the participant list final before printing badges so names do not need to be rewritten on the day.
For a half-day workshop, plan roughly two cups of coffee or tea per person, with extra hot water for the final break. Set out cups, glasses, plates, cutlery and serving spoons before participants arrive.
Pack the presentation essentials separately: projector, projection screen, HDMI cables, adapters, chargers and a timer. Test the full setup, including internet access and every demo, at least one day before the workshop.

Frequently asked questions

What equipment do I need for an AI workshop?: Plan for one laptop per participant or pair, a projector and projection screen, HDMI cables, compatible adapters, power strips, extension cords and chargers. Bring at least one spare charger and test the complete setup the day before.
How many laptops should I bring to an AI workshop?: Use one laptop per participant or one per pair, depending on the exercises. Add one spare laptop for every 10 to 15 participants if the workshop relies on software, internet access or live AI demonstrations.
How much stationery do I need for an AI workshop?: Prepare one worksheet, notepad, pen and name badge per participant, plus around 10% extra. For 20 participants, that means 22 of each item to cover late registrations, replacements and damaged materials.
How much coffee do I need for an AI workshop?: For a half-day session, allow about two cups of coffee or tea per person, plus 10% extra. For 20 participants, prepare at least 44 servings and provide enough cups, glasses, plates and cutlery for the planned food.

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