What you need for a brainstorm session

A productive brainstorm session needs more than flip charts and sticky notes. Plan the room setup, registration point, refreshments and presentation equipment before participants arrive. For drinks, allow two to three servings per person during the first hour, then about one serving per hour. Buy enough worksheets, badges, pens and voting stickers for every participant, plus a small reserve. Check dietary requirements before ordering food, because late changes are difficult to accommodate.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 36
Reception desk
Buffet tableqty 2

Tableware

Reusable glassesqty 40
Reusable coffee cupsqty 36
Reusable platesqty 40
Reusable cutleryqty 40

Kitchen

Coffee makerqty 2
Kettlesqty 2
Water jugsqty 4
Serving traysqty 6
Coolersqty 3

Equipment

Laptop
Projector
Projection screen
Portable speaker
Extension cordsqty 3
Power stripsqty 4
HDMI cablesqty 2
Presentation remote

Brainstorming materials

Flip chartsqty 4
Markersqty 36
Sticky notesqty 12
Voting stickersqty 180
Clipboardsqty 12
Writing pensqty 40

Decorations

Tableclothsqty 8
Name badgesqty 40

Cleaning

Waste binsqty 4
Dustpan and brush
Broom
Mop
Bucket

Catering

Groceries
- Coffee beans - 1 kilogram
- Decaf coffee - 250 grams
- Black tea - 40 bags
- Herbal tea - 20 bags
- Granulated sugar - 1 kilogram
- Milk - 6 liters
- Oat milk - 3 liters
- Still water - 24 bottles
- Sparkling water - 12 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Apple juice - 4 liter
- Orange juice - 4 liters
- Ice cubes - 6 kilograms
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Salted nuts - 3 bags
- Olives - 3 jars
- Grapes - 3 kilograms
- Apples - 30 pieces
- Bananas - 30 pieces
- Mini wraps - 60 pieces
- Whole grain bread - 8 loaves
- White bread rolls - 36 pieces
- Cream cheese - 1.5 kilograms
- Young cheese - 2 kilograms
- Hummus - 1.5 kilograms
- Chicken breast slices - 1,5 kilogram
- Smoked salmon - 750 grams
- Cucumbers - 8 pieces
- Tomatoes - 2 kilograms
- Arugula - 500 grams
- Vegetable soup - 8 liters
- Croutons - 3 bags
- Butter - 500 grams
- Mayonnaise - 1 bottle
- Mustard - 1 bottle
- Ketchup - 1 bottle
- Napkins - 250 pieces
- Paper towels - 6 rolls
- Garbage bags - 30 pieces
- Dish soap - 2 bottles
- Cleaning spray - 2 bottles
- Sponges - 6 pieces
- Paper towels - 4 packs
- Toilet paper - 24 rolls

Tips

Prepare one name badge, worksheet set, clipboard and pen per participant, plus 10% extra for replacements and late arrivals. Keep the spare badges at the reception desk.
For a two-hour session, plan two to three drinks per person for the first hour and one per person for the second. Add water, coffee and tea separately rather than counting them as soft drinks.
Allow at least one flip chart for each working group, with one extra for shared questions or instructions. Provide several marker colours and enough sticky notes for every brainstorming round.
Test the laptop, projector, screen, speaker, HDMI cables and presentation remote at least 30 minutes before arrival. Bring extension cords and power strips so each table can reach a safe power source.
Set up the coffee and tea station before registration opens, and chill cold drinks at least 2 hours beforehand. Put reusable cups, plates, cutlery, serving trays and waste bins where participants can find them without interrupting the session.

Frequently asked questions

What should I buy for a brainstorm session?: Buy or prepare drinks, coffee, tea, snacks, reusable cups, plates and cutlery. You will also need sticky notes, markers, pens, flip charts, voting stickers, worksheets and name badges, plus presentation and power equipment.
How many sticky notes do I need per person for brainstorming?: Plan for at least 20 to 30 sticky notes per person for a session with two or three rounds. Add 10% extra so groups do not run short when ideas are flowing.
How much food and drink do I need for a brainstorm session?: For drinks, allow two to three servings per person in the first hour and about one serving per person for each following hour. Order snacks for every attendee and confirm dietary requirements at least 3 to 5 days before the session.
When should I set up the equipment for a brainstorm session?: Complete the room and equipment setup at least 30 minutes before participants arrive. Test the laptop, projector, speaker, cables and presentation remote then, and chill cold drinks at least 2 hours in advance.

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