What you need for a co-creation session

A co-creation session needs more than tables, chairs and a presentation. You also need a clear registration point, labelled materials, working equipment and enough refreshments for the whole group. Use this shopping list alongside your participant numbers and program length. Check technical items before the session, chill drinks in time and prepare printed worksheets, name badges and group materials before participants arrive.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 50
Buffet tablesqty 2
Stoolsqty 6
Coat racksqty 2
Waste binsqty 4

Tableware

Dinner platesqty 55
Breakfast platesqty 55
Glassesqty 60
Coffee cupsqty 50
Cutlery setsqty 55
Serving spoonsqty 8

Equipment

Projector
Projection screen
Laptop
HDMI cableqty 2
Power stripsqty 4
Extension cordsqty 4
Portable speaker

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Serving traysqty 6
Cutting boardsqty 3
Bread knivesqty 3

Decorations

Name badgesqty 55
Tableclothsqty 8
Colorful garlandsqty 6
Flower arrangementsqty 4
Wayfinding signsqty 6

Workshop materials

Flip chartsqty 6
Flip chart paperqty 12
Markersqty 60
Sticky notesqty 30
Worksheetsqty 60
Pensqty 60
Rolls of tapeqty 6

Lighting

Table lampsqty 6
String lightsqty 4

Cleaning

Microfiber clothsqty 8
Floor squeegee
Bucketsqty 2
Hand brush and dustpanqty 2

Catering

Groceries
- Coffee beans - 2 kilos
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 1 kilo
- Milk - 8 liters
- Oat milk - 4 liters
- Still mineral water - 36 bottles
- Sparkling mineral water - 24 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Lemonade - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Ice cubes - 10 kilos
- Mini quiches - 60 pieces
- Vegetarian wraps - 50 pieces
- Hummus - 2 kilos
- Cream cheese - 1 kilo
- Young cheese - 2 kilos
- Smoked chicken breast - 1,5 kilo
- Whole grain bread - 8 loaves
- White rolls - 60 pieces
- Butter - 1 kilo
- Cucumbers - 8 pieces
- Cherry tomatoes - 3 kilos
- Carrots - 2 kilo
- Bell peppers - 12 pieces
- Grapes - 4 kilos
- Apples - 50 pieces
- Bananas - 40 pieces
- Mixed nuts - 2 kilos
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Olives - 1.5 kilo
- Sun-dried tomatoes - 1 kilo
- Pasta - 5 kilos
- Pesto sauce - 2 kilos
- Tomato sauce - 4 liters
- Vegetable stock - 2 packs
- Mixed salad - 4 kilos
- Cucumber salad - 2 kilos
- Parmesan cheese - 1 kilo
- Garlic - 6 bulbs
- Olive oil - 2 liters
- Balsamic vinegar - 1 bottle
- Mayonnaise - 1 jar
- Ketchup - 1 bottle
- Salt - 1 pack
- Black pepper - 1 jar
- Napkins - 200 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Dishwasher tablets - 1 box
- Hand soap - 4 bottles

Tips

Plan at least one seat per confirmed participant, plus two or three spare chairs for late changes. Add enough tables for the planned workstations, registration point and catering area.
For a three-hour session, allow around 1 to 1.5 litres of water and two to three drinks per person, including coffee or tea. Chill bottled drinks or prepare coolers before the room opens.
Bring one name badge and one printed worksheet per confirmed participant, plus five extra copies of each. Keep spare pens and blank badges at the registration table for last-minute changes.
Test the laptop, projector, screen, HDMI cable, speaker and power connections at least 60 minutes before arrival. Pack one extension cord and power strip more than the minimum layout requires.
Set aside separate serving equipment for food and drinks: plates, glasses, cups, cutlery, serving spoons, trays and waste bins. Put tablecloths, garlands and flower arrangements out only after the workstations are ready.

Frequently asked questions

What food and drinks do I need for a co-creation session?: For a three-hour session, plan 1 to 1.5 litres of non-alcoholic drinks per person, plus coffee or tea. Order one light catering portion per participant and add 5 to 10% extra for late additions or larger appetites.
How many worksheets and name badges should I prepare?: Prepare one worksheet and one name badge for every confirmed participant, then add at least five spare copies of each. Print the final set no later than the day before the session so you have time to correct registration changes.
What technical equipment is needed for a co-creation session?: Have a laptop, projector, projection screen, HDMI cable, speaker, power strips and extension cords ready. Test the complete setup at least 60 minutes before participants arrive, including sound and presentation playback.
When should I buy and set up the supplies?: Buy shelf-stable supplies two to three days beforehand and order catering after dietary requirements are confirmed. Chill drinks and prepare the room on the day, finishing the registration table and workstations at least 30 minutes before the start.

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