What you need for a course day

A course day needs more than coffee and printed handouts. You also need a reliable registration setup, presentation equipment, tableware and enough serving gear for breaks and catering. Plan quantities from the final participant list, then add a small buffer for drinks, handouts and name badges. Check dietary requirements before ordering food, and test every cable, power strip and presentation connection before participants arrive.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 35
Registration desk
Presentation table

Equipment

Projector
Projection screen
Laptop
HDMI cableqty 2
Extension cordsqty 3
Power stripsqty 3
Portable speaker
Microphone

Tableware

Coffee cupsqty 40
Water glassesqty 40
Platesqty 40
Cutlery setsqty 40
Serving spoonsqty 6

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 2
Serving traysqty 4
Small bowlsqty 8
Food warmersqty 4
Cutting boardsqty 2
Chef's knifeqty 2
Soup ladlesqty 2
Measuring cupsqty 2

Catering

Coffeeqty 3
Tea boxesqty 4
Water jugsqty 6
Milk jugsqty 4
Sugar bowlsqty 3
Buffet platesqty 4
Napkin holdersqty 4
Groceries
- Coffee beans - 3 bags
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 2 packs
- Milk - 6 liters
- Oat milk - 3 liters
- Still water - 6 bottles
- Sparkling water - 4 bottles
- Cola - 3 bottles
- Cola Zero - 3 bottles
- Orange juice - 4 cartons
- Apple juice - 3 packs
- Lemons - 8 pieces
- Butter - 500 grams
- Wholemeal bread - 6 loaves
- White bread - 4 loaves
- Whole wheat rolls - 30 pieces
- Cheese slices - 1.5 kilograms
- Young cheese - 1 kilogram
- Ham - 1 kilogram
- Chicken breast slices - 1 kilogram
- Hummus - 1 kilogram
- Cream cheese - 750 grams
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Cucumbers - 6 pieces
- Tomatoes - 2 kilograms
- Lettuce - 4 heads
- Bell peppers - 10 pieces
- Carrots - 2 kilogram
- Apples - 40 pieces
- Bananas - 35 pieces
- Grapes - 3 kilograms
- Yogurt - 4 kilogram
- Muesli - 2 kilograms
- Nut mix - 1 kilogram
- Raisins - 500 grams
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Snacks - 4 bags
- Coffee pastries - 40 pieces
- Pasta - 3 kilograms
- Pasta sauce - 6 jars
- Minced meat - 2.5 kilograms
- Vegetarian meatballs - 1.5 kilograms
- Grated cheese - 750 grams
- Olive oil - 1 bottle
- Italian herbs - 1 jar
- Garlic - 4 bulbs
- Vegetable stock - 1 box
- Green salad - 2 kilogram
- Cucumber salad - 1 kilogram
- Salad dressing - 2 bottles
- Ketchup - 2 bottles
- Mayonnaise - 2 jars
- Sandwiches for dinner - 40 pieces
- Cookies - 5 packs
- Chocolate bars - 40 pieces
- Aluminum foil - 1 roll
- Cling film - 1 roll
- Paper towels - 4 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Dishwasher tablets - 1 box
- Cleaning sponges - 6 pieces
- Trash bags - 2 rolls
- Toilet paper - 2 packs
- Hand soap - 2 bottles
- Paper towels - 4 packs

Decorations

Name badgesqty 35
Pensqty 45
Name badgesqty 4

Course materials

Course foldersqty 35
Worksheetsqty 35
Notepadsqty 35
Certificatesqty 35
Flip chart
Flip chart sheetsqty 2
Markersqty 12
Whiteboard markersqty 6

Cleaning

Waste binsqty 4
Bucketsqty 2
Mopsqty 2
Broom and dustpan
Dustpan and brush
Cleaning glovesqty 4

Tips

Plan one course folder, set of worksheets and name badge per participant, plus 5–10% extra for late registrations or reprints. Keep the spare copies at the registration table.
For a full-day course, allow at least two coffee or tea servings per person during each break, and provide one water glass per participant at the start. Chill refrigerated items before the room opens.
Match tableware to the catering format: use one plate and cutlery set per person for a plated or buffet meal, then add serving spoons, small bowls and serving trays for shared food.
Pack presentation backups with the main equipment: bring the laptop, HDMI cable, extension cords and power strips together, and test the projector, screen, speaker and microphone before the first arrival.
Set up the registration table with the participant list, name badges and course folders at least 30 minutes before registration begins. Put coffee, tea, cups and water where people can serve themselves without blocking the entrance.

Frequently asked questions

How many course folders and handouts do I need?: Prepare one complete folder and worksheet set per registered participant, then print 5–10% extra. For 40 participants, that means 42–44 complete sets.
How much coffee and tea should I buy for a course day?: Plan at least two hot drinks per person per break, with coffee and tea available at every scheduled break. For 20 people and two breaks, prepare a minimum of 80 servings, plus a small reserve.
How many chairs and tables are needed for a course day?: Provide one chair per participant, plus one for the instructor and any assistant. Choose enough tables for the planned seating layout, and reserve separate tables for registration and presentation equipment.
When should I test the course day equipment?: Test the laptop, projector, screen, HDMI cable, speaker, microphone and power connections at least one day before the course. Run the same presentation from the actual laptop again 30–60 minutes before participants arrive.

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