What you need for a computer drop-in

A computer drop-in needs more than laptops and a room. You’ll need enough workstations, reliable network and power equipment, basic printing supplies, and a simple registration setup. Coffee, tea and chilled drinks also make the session easier for people who stay for several hours. Check every device and cable before shopping, because missing chargers, adapters or toner are difficult to replace at the last minute.

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What to bring

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

Furniture

Work tablesqty 10
Chairsqty 24
Registration desk
Storage cabinet

Equipment

Laptopsqty 10
Computer miceqty 10
Keyboardsqty 10
Screensqty 6
Printersqty 2
Webcamsqty 4
Headsetsqty 6
Usb sticksqty 10
USB hubsqty 4
Wi-Fi router
Network switch
Extension cordsqty 8
Power stripsqty 10
Charging cablesqty 12
Cable reelsqty 2
Printer paperqty 3
Toner cartridgesqty 2
Cable tiesqty 50
Cable markersqty 30

Tableware

Coffee cupsqty 30
Glassesqty 30
Platesqty 30
Cutlery setsqty 30

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 3
Serving traysqty 3
Coolersqty 2
Waste binsqty 3

Decorations

Information boardsqty 6
Workstation cardsqty 12
Pen holdersqty 4
Tableclothqty 2

Cleaning

Microfiber clothsqty 8
Cleaning spongesqty 4
Bucketsqty 2
Broom
Dustpan and brushqty 2
Hand soapqty 2

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 1 box
- Herbal tea - 1 box
- Cocoa Powder - 1 canister
- Sugar - 1 kilo
- Sweetener - 1 box
- Semi-skimmed milk - 4 liter
- Oat milk - 2 liter
- Lemons - 6 pieces
- Water - 12 liters
- Sparkling water - 6 liters
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Apple juice - 3 liters
- Orange juice - 3 liters
- Paprika chips - 3 bags
- Plain chips - 3 bags
- Tortilla chips - 2 bags
- Snacks - 2 bags
- Salted peanuts - 2 bags
- Pretzels - 2 bags
- Cookies - 5 packs
- Wholegrain cookies - 3 packs
- Mini waffles - 3 packs
- Apples - 30 pieces
- Bananas - 20 pieces
- Grapes - 3 trays
- Mandarins - 20 pieces
- Hummus - 3 tubs
- Cucumber - 4 pieces
- Carrots - 2 kilo
- Cherry tomatoes - 4 trays
- Crackers - 5 packs
- Whole grain bread - 4 loaves
- Cream cheese - 4 tubs
- Young cheese - 1 kilo
- Turkey breast - 500 grams
- Jam - 2 jars
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Napkins - 4 packs
- Stir sticks - 2 packs
- Teaspoons - 2 packs
- Aluminum foil - 1 roll
- Cling film - 1 roll
- Paper towels - 4 rolls
- Toilet paper - 12 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Hand sanitizer - 3 bottles
- Trash bags - 2 rolls
- Paper towels - 4 packs
- Wet wipes - 3 packs

Tips

Plan one laptop, mouse and keyboard per workstation, then add at least one spare set if the session depends on uninterrupted access. Number the workstations so volunteers can direct participants quickly.
Count power strips, extension cords and charging cables against the actual table layout. Test the network switch, Wi-Fi router and cable connections before the event rather than discovering a fault during registration.
Check printers early and buy printer paper and toner cartridges before the final setup. A printer can be connected correctly and still be unusable if either consumable is missing.
Prepare USB sticks for transferring practice files and make backups before participants arrive. USB hubs are useful when laptops have too few ports for the required devices.
For refreshments, match coffee cups, glasses, plates and cutlery sets to the expected attendance, with extras for volunteers. Prepare coffee and tea close to opening time, and chill drinks beforehand.

Frequently asked questions

What equipment do I need for a computer drop-in?: For each workstation, plan a laptop, mouse and keyboard; add screens, headsets or webcams only where the activities require them. You’ll also need network equipment, power strips, extension cords, charging cables and at least one tested printer if printing is part of the session.
How many spare laptops should I bring to a computer drop-in?: Bring at least one spare laptop for every 10 workstations, or one spare if you have fewer than 10. Test it, install the required software and charge it before participants arrive.
How much printer paper and toner do I need?: Start with one unopened pack of printer paper and one compatible toner cartridge for each printer. Check expected printing volume at least 3 days before the event so replacements can be ordered or collected in time.
When should I test the computers and Wi-Fi?: Run a full test 1–2 days before the computer drop-in, including software, network access, screens, printers and charging. Repeat a short connection and power check on the day, before registration opens.

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