What to buy for a course day
A course day needs more than printed materials and a presentation. You also need a working registration desk, enough tableware for breaks, reliable coffee service and simple supplies for every participant. Use this shopping list to check the practical gaps before setup begins. Count people from the registration list, then add a small buffer so late arrivals or misplaced items do not disrupt the day.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 8
- Chairsqty 35
- Reception desk
- Buffet tableqty 2
Tableware
- Coffee cupsqty 40
- Glassesqty 40
- Platesqty 40
- Cutlery setsqty 40
- Serving plattersqty 8
Equipment
- Projector
- Projection screen
- Laptop
- HDMI cableqty 2
- Extension cordsqty 3
- Power stripsqty 4
- Wireless microphone
- Flip chart
- Flip chart stand
Kitchen
- Coffee makerqty 2
- Kettleqty 2
- Thermos flasksqty 4
- Coolersqty 2
- Cutting boardsqty 2
- Bread knivesqty 2
- Serving spoonsqty 6
- Coffee spoonsqty 40
Catering
- Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 1 box
- Herbal tea - 1 box
- Sugar - 1 pack
- Mints - 1 box
- Milk - 5 liters
- Oat milk - 2 liter
- Spa Blauw - 6 bottles
- Sparkling water - 4 bottles
- Cola - 3 bottles
- Cola Zero - 3 bottles
- Orange juice - 4 liters
- Apple juice - 3 liters
- Apples - 35 pieces
- Bananas - 30 pieces
- Grapes - 3 kilos
- Plain chips - 3 bags
- Paprika chips - 3 bags
- Mixed nuts - 2 bags
- Wholemeal bread - 6 loaves
- White bread - 4 loaves
- Whole wheat rolls - 40 pieces
- Cheese slices - 2 kilos
- Ham - 1,5 kilo
- Chicken breast slices - 1.5 kilos
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Margarine - 2 tubs
- Cucumbers - 6 pieces
- Tomatoes - 2 kilos
- Lettuce - 4 heads
- Chicken breast - 4 kilos
- Rice - 3 kilos
- Stir-fry vegetables - 5 kilos
- Vegetarian strips - 2 kilos
- Satay sauce - 3 jars
- Prawn crackers - 4 bags
- Yogurt - 4 kilos
- Muesli - 2 packs
- Cookies - 5 packs
- Paper napkins - 6 packs
- Coffee filters - 1 pack
- Aluminum foil - 1 roll
- Cling film - 1 roll
- Paper towels - 6 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- Dishwasher tablets - 1 pack
- All-purpose cleaner - 2 bottles
- Toilet paper - 24 rolls
- Hand soap - 3 bottles
Office
- Name badgesqty 40
- Name badge holdersqty 40
- Ballpoint pensqty 40
- Pencilsqty 40
- Notepadsqty 40
- Markersqty 10
- Whiteboard markersqty 8
- Pen holdersqty 4
- Course foldersqty 40
- Certificatesqty 40
- Tapeqty 3
- Scissorsqty 3
- Staplersqty 2
- Staplesqty 2
- Paper shredder
Cleaning
- Cleaning clothsqty 10
- Spongesqty 6
- Dish brushesqty 3
- Mopsqty 2
- Bucketsqty 2
- Rubber glovesqty 4
- Waste binsqty 4
Decorations
- Directional signsqty 6
- Information board
Tips
- Plan tableware for the largest group, not the expected average. Have one coffee cup, glass, plate and cutlery set per participant, plus 10% extra for replacements during the day.
- Order catering only after dietary requirements are collected and confirmed. Keep the final attendee and dietary list ready at least 3 days before the course day so the supplier can adjust portions safely.
- Prepare one name badge and one ballpoint pen per participant, with at least 10% extra. Put the badges at the reception desk in alphabetical order to keep registration moving.
- Test the laptop, projector, screen and HDMI cable at the venue 1 day beforehand. Pack one spare HDMI cable and check that extension cords and power strips can reach both the presentation area and registration desk.
- For a full teaching day, allow two to three drinks per person during the first hour, then one drink per person per hour. Prepare coffee and tea equipment before guests arrive, and keep thermos flasks ready for quick refills.
Frequently asked questions
- How much tableware do I need for a course day?
- Start with one coffee cup, glass, plate and cutlery set per participant. Add 10% extra, so a group of 30 needs 33 of each basic item where possible.
- How many pens and name badges should I buy for a course?
- Provide one pen and one name badge per registered participant, plus 10% spare. For 30 participants, prepare at least 33 pens and 33 badges.
- When should I confirm catering for a course day?
- Confirm the order after collecting dietary requirements and checking registrations. Send the final numbers and dietary details to the caterer at least 3 days before the event.
- How much coffee and tea do I need for a course day?
- For the first hour, plan two to three drinks per person, then about one drink per person per hour. For 30 people over a 6-hour day, that means roughly 180 servings, adjusted for your breaks and non-coffee drinkers.
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