What you need for a course

A course needs more than tables, chairs and a presentation. Plan supplies for registration, teaching, breaks and lunch, then match quantities to the number of participants. Each person needs a name badge, notepad, pen and course folder, while shared equipment must be tested before the venue opens. Drinks, cups, plates and cutlery are easy to underestimate, especially when the course lasts a full day. Use the list below as your buying and packing checklist.

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What to bring

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

Furniture

Course tablesqty 8
Chairsqty 32
Buffet tablesqty 2
Tableclothsqty 8

Equipment

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

Kitchen

Coffee makerqty 2
Kettlesqty 2
Coolersqty 2
Serving traysqty 4
Scissorsqty 4

Tableware

Coffee cupsqty 36
Water glassesqty 36
Platesqty 36
Cutlery setsqty 36
Serving spoonsqty 6

Course materials

Flip chartsqty 2
Flipchart padsqty 4
Markersqty 24
Notepadsqty 32
Ballpoint pensqty 40
Name badgesqty 32
Presentation foldersqty 32
Certificatesqty 32

Cleaning

Waste binsqty 4

Catering

Groceries
- Coffee - 3 packs
- Tea assortment - 2 boxes
- Cocoa powder - 1 pack
- Sugar - 1 kilo
- Sweetener - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Spa Blauw - 4 crates
- Sparkling mineral water - 2 crates
- Cola - 2 bottles
- Cola Zero - 2 bottles
- Sinas - 2 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Croissants - 36 pieces
- Wholemeal bread - 6 loaves
- White rolls - 36 pieces
- Wholemeal rolls - 36 pieces
- Butter - 500 grams
- Young cheese - 1,5 kilo
- Ham - 1 kilo
- Chicken breast topping - 1 kilo
- Hummus - 1 kilo
- Peanut butter - 2 jars
- Jam - 2 jars
- Cucumber - 6 pieces
- Tomatoes - 2 kilos
- Lettuce - 4 heads
- Apples - 36 pieces
- Bananas - 30 pieces
- Grapes - 3 kilos
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Salted crackers - 4 packs
- Rice cakes - 3 packs
- Cookies - 5 packs
- Muesli bars - 40 pieces
- Mayonnaise - 1 bottle
- Mustard - 1 jar
- Ketchup - 1 bottle
- Lemons - 6 pieces
- Fresh mint - 2 bunches
- Pepper - 1 grinder
- Salt - 1 pack
- Olive oil - 1 bottle
- Napkins - 200 pieces
- Paper towels - 4 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet paper - 24 rolls

Tips

Prepare one name badge, notepad, ballpoint pen and presentation folder per participant, plus a few spare sets for late registrations or damaged materials.
Allow at least one water glass per participant and keep extra glasses available for refills. For a full-day course, plan coffee and tea service for the arrival period and each scheduled break.
Match plates, cutlery and serving spoons to the lunch setup rather than to the number of dishes. Keep a reserve of roughly 10% so replacements are available during service.
Test the laptop, projector, projection screen, HDMI cable, speaker and power connections before participants arrive. Bring extension cords and power strips because outlets are rarely positioned exactly where the presentation table needs them.
Set aside flip charts, pads and markers before opening the room, and check that waste bins are visible near the coffee station and lunch buffet. Print certificates and course materials before the course day, not during registration.

Frequently asked questions

How many course materials do I need per participant?: Prepare one notepad, ballpoint pen, name badge and presentation folder for every registered participant. Add 5 to 10% spare sets, so a group of 20 needs 21 to 22 complete sets.
How much tableware do I need for a course lunch?: Start with one plate, cutlery set and water glass per participant, then add at least 10% spare items. For 20 participants, that means 22 plates, 22 cutlery sets and 22 glasses.
When should I test the course presentation equipment?: Test the laptop, projector, screen, HDMI cable, speaker and power strips at least 60 minutes before participants arrive. This leaves time to replace a cable, move the setup or adjust the presentation.
How many drinks should I buy for a full-day course?: Plan at least 2 to 3 drinks per person during the first hour, then about 1 drink per person for each additional hour. Add extra water for warm rooms and keep chilled drinks ready before registration starts.

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