What to buy for a brainstorm session

A brainstorm session needs more than a laptop and a room. You’ll need enough writing materials for every participant, clear surfaces for ideas, voting supplies, and drinks that are ready before people arrive. This shopping list covers the practical items behind the session, including sticky notes, flip chart paper, markers, index cards, coffee cups, glasses and plates. Check quantities against your participant list, then add a small buffer so the session does not stop when supplies run out.

Organize this event for free with Lizzt

What to bring

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

Furniture

Tablesqty 6
Chairsqty 24
Tableclothsqty 6
Coat racksqty 2

Equipment

Laptop
Projector
Projection screen
HDMI cableqty 2
Extension cordsqty 3
Power stripsqty 3
Portable speaker
Microphone
Timerqty 2

Writing supplies

Flip chartsqty 3
Flip chart paperqty 6
Whiteboard
Whiteboard markersqty 12
Permanent markersqty 24
Ballpoint pensqty 30
Pencilsqty 24
Erasersqty 12

Brainstorming materials

Sticky notesqty 12
Voting stickersqty 5
Index cardsqty 100
Paper tapeqty 4
Scissorsqty 6
Rulersqty 6

Tableware

Coffee cupsqty 30
Glassesqty 30
Platesqty 30
Cutlery setsqty 30
Serving plattersqty 8
Pitcherqty 3

Kitchen

Coffee makerqty 2
Kettleqty 2
Thermos flasksqty 3
Coolersqty 2
Cutting boardsqty 2
Kitchen knivesqty 2
Serving utensilsqty 8

Decorations

Name card holdersqty 24
Table numbersqty 6
Information board

Cleaning

Waste binsqty 4
Cleaning clothsqty 6
Washing-up tubsqty 2

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 1 box
- Herbal tea - 1 box
- Sugar - 1 pack
- Sweetener - 1 box
- Milk - 4 liters
- Oat milk - 2 liter
- Spa Blauw - 24 bottles
- Sparkling mineral water - 12 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 liter
- Orange juice - 4 liters
- Ice cubes - 4 bags
- Mini wraps - 48 pieces
- Hummus - 3 tubs
- Cream cheese - 2 tubs
- Herbed cream cheese - 2 tubs
- Smoked chicken breast - 1.5 kilograms
- Smoked salmon - 800 grams
- Young cheese - 1 kilogram
- Arugula - 500 grams
- Cucumber - 4 pieces
- Cherry tomatoes - 1 kilogram
- Paprika chips - 3 bags
- Plain chips - 3 bags
- Salted nuts - 3 bags
- Olives - 3 jars
- Grapes - 2 kilogram
- Apples - 24 pieces
- Bananas - 18 pieces
- Cookies - 4 packs
- Brownies - 30 pieces
- Pizzas - 8 pieces
- Mixed salad - 3 kilogram
- Baguettes - 6 pieces
- Herb butter - 4 tubs
- Garlic sauce - 2 bottles
- Pesto sauce - 2 jars
- Balsamic vinegar - 1 bottle
- Olive oil - 1 bottle
- Salt - 1 pack
- Pepper - 1 grinder
- Aluminum foil - 1 roll
- Cling film - 1 roll
- Paper towels - 4 rolls
- Napkins - 100 pieces
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- Dishwasher tablets - 30 pieces
- All-purpose cleaner - 1 bottle
- Toilet paper - 12 rolls

Tips

Plan one pack of sticky notes per small working group, plus at least 20% extra for the final idea round. Bring voting stickers in several colours if participants will vote more than once.
Provide one ballpoint pen per participant and keep at least 10 spare pens on the reception table. Add pencils and erasers if the exercises involve sketching, mapping or revisions.
Allow one flip chart sheet for each planned exercise, with another 25% for unexpected ideas and rewritten instructions. Pack permanent markers separately from whiteboard markers so labels remain readable.
Buy or bring enough coffee cups, glasses and plates for the full group, not just the first serving. For a three-hour session, plan roughly two drinks per person in the first hour and one per person for each following hour.
Test the laptop, projector, HDMI cable, speaker and microphone together before the session, and bring at least two extension cords and power strips. A spare adapter or cable is easy to forget and can delay the introduction.

Frequently asked questions

How many sticky notes do I need for a brainstorm session?: Allow at least 25 sticky notes per participant for a typical session, then add 20% extra. Use more if you are running several individual idea rounds before grouping responses.
How many pens should I buy for a workshop?: Provide one working ballpoint pen per participant and keep 10 spare pens for every 30 people. Test them before setup rather than discovering dried-out pens during the first exercise.
How much flip chart paper is needed for a brainstorm session?: Budget one sheet per planned exercise, plus 25% spare sheets. For six exercises, bring at least eight sheets so you can replace unclear instructions or capture extra ideas.
How many drinks do I need for a three-hour brainstorm session?: Plan about four drinks per person for three hours: two during the first hour and one during each following hour. Add extra water and cups if the room is warm or participants will be speaking frequently.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.