What you need for a communication workshop

Use this shopping list to prepare a communication workshop without running short on practical essentials. Plan for registration materials, name badges, printed handouts and enough table space for group work. Drinks and coffee need their own setup, including cups, glasses, serving items and equipment for keeping everything hot. Check presentation connections, power access and cleanup supplies before the workshop day, since these are often arranged too late.

Organize this event for free with Lizzt

What to bring

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

Furniture

Tablesqty 8
Chairsqty 48
Buffet tableqty 2
Coat rack
Waste binsqty 4

Tableware

Water glassesqty 50
Coffee cupsqty 50
Platesqty 50
Cutlery setsqty 50
Serving plattersqty 8

Equipment

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

Kitchen

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

Decorations

Tableclothqty 8
Name badge holdersqty 50
Wayfinding signsqty 6

Lighting

Atmosphere lightsqty 6

Cleaning

Dishpanqty 2
Dish brushesqty 3
Microfiber clothsqty 8
Floor squeegee
Dustpan and brushqty 2

Workshop materials

Flip chartqty 2
Flipchart padsqty 4
Markersqty 24
Sticky notesqty 12
Ballpoint pensqty 50
Name badgesqty 50
Worksheetsqty 50
Feedback formsqty 50

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 1 box
- Herbal tea - 1 box
- Semi-skimmed milk - 4 liter
- Oat milk - 2 liter
- Sugar - 1 kilo
- Sweetener - 1 box
- Flat mineral water - 24 bottles
- Sparkling mineral water - 12 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Orange juice - 6 liters
- Apple juice - 4 liter
- Lemons - 8 pieces
- Stirrers - 100 pieces
- Butter - 500 grams
- Mini croissants - 60 pieces
- Wholemeal bread - 6 loaves
- White bread - 4 loaves
- Gluten-free bread - 2 loaves
- Hummus - 1.5 kilos
- Young cheese - 1,5 kilo
- Aged cheese - 1.5 kilos
- Chicken breast topping - 1 kilo
- Vegetarian Spread - 1 kilo
- Vegan spread - 500 grams
- Mayonnaise - 1 jar
- Mustard - 1 jar
- Ketchup - 1 bottle
- Mixed salad - 2 kilos
- Cucumbers - 8 pieces
- Cherry tomatoes - 2 kilos
- Bell peppers - 8 pieces
- Red onions - 6 pieces
- Lentils - 2 kilo
- Feta - 1 kilo
- Vegan cheese - 500 grams
- Vegetable soup - 10 liters
- Baguettes - 12 pieces
- Fruit baskets - 6 pieces
- Apples - 30 pieces
- Bananas - 25 pieces
- Grapes - 3 kilos
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Nut mix - 2 kilo
- Gluten-free crackers - 4 packs
- Vegan cookies - 4 packs
- Napkins - 200 pieces
- Aluminum foil - 1 roll
- Cling film - 1 roll
- Parchment paper - 1 roll
- Dish soap - 2 bottles
- Dishwasher tablets - 1 box
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Hand soap - 3 bottles

Tips

Prepare one name badge holder and one printed handout for every registered participant, plus a small spare stack for late changes or damaged copies.
For a half-day workshop, provide at least one water glass per participant and plan two coffee or tea servings per person. Set up extra cups near the coffee maker and kettles.
Check the projector, projection screen, laptop and HDMI cable at least one day beforehand. Keep extension cords and power strips available so tables do not depend on a single wall outlet.
Set up one reception table with name badges, participant information and registration materials before people arrive. Add wayfinding signs if the room is not immediately visible from the entrance.
Pack a dishpan, dish brushes and microfiber cloths with the workshop supplies. Coffee service creates more cleanup than expected, especially when serving platters and shared utensils are used.

Frequently asked questions

What supplies do I need for a communication workshop?: Plan for one name badge, one set of handouts and one seat per participant. You will also need presentation equipment, writing and workshop materials, drinks, serving items and basic cleaning supplies.
How many coffee cups and water glasses do I need per person?: Provide one water glass per participant and roughly two coffee or tea cups per person for a half-day session. Add 10% extra cups and glasses if the group is larger than 20 people.
When should I check the projector and HDMI cable?: Test the laptop, projector, projection screen and HDMI cable at least one day before the workshop. Test them again during room setup, because the available connection or power layout may differ.
How many handouts and name badges should I prepare?: Prepare one handout and one name badge for each registered participant, then add 5 to 10 spare copies and holders. Finalise the count after registrations close and dietary requirements have been collected.

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.