What you need for a brainstorming workshop

A brainstorming workshop needs more than sticky notes and markers. You’ll need enough work surfaces for each group, reliable presentation equipment, clear name badges, and supplies for capturing ideas throughout the session. Plan catering and drinks around the number of participants, including dietary requirements, and check every cable and power point before people arrive. This shopping list covers the physical items to buy, borrow, or bring so the room is ready for focused group work.

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What to bring

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

Furniture

Tablesqty 6
Chairsqty 36
Buffet table
Coat racksqty 2

Tableware

Dinner platesqty 36
Dessert platesqty 36
Mugsqty 36
Drinking glassesqty 48
Cutlery setsqty 36
Serving spoonsqty 6
Scissorsqty 12

Equipment

Projector
Projection screen
Laptop
HDMI cableqty 2
Extension cordsqty 4
Power stripsqty 4
Wireless microphone

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Cutting boardsqty 3
Bread knivesqty 2
Serving bowlsqty 8
Serving traysqty 4
Coolersqty 2

Workshop materials

Flip chartsqty 4
Flip chart paperqty 8
Sticky notesqty 20
Markersqty 40
Pensqty 40
Worksheetsqty 40
Name badgesqty 40
Voting stickersqty 300
Tapeqty 6
Whiteboard erasersqty 4

Decorations

Tableclothsqty 6
Directional signsqty 6

Cleaning

Waste binsqty 4
Bucketsqty 2
Mopsqty 2
Cleaning clothsqty 12
Rubber glovesqty 4

Catering

Groceries
- Coffee - 2 packs
- Tea - 4 boxes
- Sugar - 1 pack
- Mints - 1 box
- Milk - 6 liters
- Oat milk - 3 liters
- Sparkling water - 12 bottles
- Still water - 12 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Orange juice - 6 cartons
- Apple juice - 4 packs
- Lemons - 8 pieces
- Apples - 30 pieces
- Bananas - 24 pieces
- Grapes - 3 kilos
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Rice cakes - 4 packs
- Nut mix - 2 kilo
- Cookies - 6 packs
- Hummus - 6 tubs
- Cucumbers - 8 pieces
- Cherry tomatoes - 2 kilos
- Carrots - 2 kilo
- Bell peppers - 12 pieces
- Mixed salad - 8 bags
- Baby potatoes - 5 kilo
- Pasta - 4 kilo
- Pesto - 6 jars
- Tomato sauce - 6 jars
- Falafel - 3 kilos
- Grilled chicken - 3 kilo
- Feta - 1.5 kilos
- Grated cheese - 1,5 kilos
- Bread - 8 loaves
- Butter - 4 tubs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Olive oil - 2 bottles
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Napkins - 4 packs
- Paper towels - 6 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- Dishwasher tablets - 1 pack
- Paper towels - 6 rolls
- Toilet paper - 24 rolls

Tips

Prepare one workstation per small group, with a flip chart, paper, sticky notes and several markers within easy reach. Add spare paper and markers rather than waiting for supplies to run out during the session.
Allow at least one chair per participant and enough tables for the planned workstations. Leave clear routes between tables, the presentation area, the buffet table and the coat racks.
Test the laptop, projector, projection screen, HDMI cable, microphone and power connections before the workshop starts. Bring extension cords and power strips because presentation equipment and workstations rarely share one convenient outlet.
For a half-day session, plan roughly two to three drinks per person during the first hour, then about one drink per person per hour. Set out mugs for hot drinks and drinking glasses for water or other cold drinks before participants arrive.
Match plates, cutlery, serving bowls and trays to the catering format and headcount. Put dietary requirements next to the relevant food, and keep coolers available for items that must stay chilled.

Frequently asked questions

What stationery do I need for a brainstorming workshop?: Provide at least one flip chart and one pack of flip chart paper for each active group, plus sticky notes and several markers per workstation. Keep one spare marker set and extra paper available for a session lasting two to three hours.
How many chairs and tables do I need for a brainstorming workshop?: Plan one chair per registered participant, plus a small reserve if the venue allows it. Use enough tables to create one work surface per group, with space for a presentation area and a separate buffet table.
What equipment is needed to present at a brainstorming workshop?: The basic setup is a laptop, projector, projection screen and HDMI cable. Check the connection at least 24 hours beforehand, and have extension cords, power strips and a wireless microphone ready if the room is large or crowded.
How much coffee and catering should I buy for a workshop?: For the first hour, allow two to three drinks per person, then one drink per person for each following hour. Order food for the full registered group and confirm dietary requirements no later than 48 hours before the workshop.

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