What you need for a design workshop

A design workshop needs more than worksheets and markers. You also need enough work surfaces, reliable presentation equipment, drinks, serving items and clearly packed participant materials. Plan quantities from your confirmed registration list, then add a small buffer for consumables such as paper, sticky notes, cups and refreshments. This checklist helps you shop and collect everything in time for setup, testing and the workshop exercises.

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What to bring

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

Furniture

Work tablesqty 8
Chairsqty 32
Buffet tableqty 2
Reception desk
Stoolsqty 6

Equipment

Laptopqty 2
Projector
Projection screen
HDMI cableqty 2
HDMI adapterqty 2
Extension cordqty 4
Power stripqty 4
Portable speaker
Microphone

Kitchen

Coffee makerqty 2
Kettleqty 2
Thermosqty 4
Cool boxqty 3

Tableware

Coffee cupsqty 36
Tea glassesqty 36
Water glassesqty 36
Platesqty 36
Cutlery setsqty 36
Serving plattersqty 8
Serving tongsqty 4
Water jugsqty 4

Workshop materials

Flip chartqty 4
Flipchart padsqty 8
Markersqty 80
Sticky notesqty 20
Sketchbooksqty 32
Pencilsqty 40
Erasersqty 32
Set squaresqty 16
Scissorsqty 16
Glue sticksqty 24
A3 paperqty 200
A4 paperqty 250
Cardboard sheetsqty 50
Clothespinsqty 50
Name badge holdersqty 32
Pensqty 40

Decorations

Table runnersqty 4
Name badgesqty 32
Direction signsqty 6

Lighting

Table lampsqty 8

Cleaning

Waste binsqty 4
Washing-up tubsqty 2

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Milk - 5 liters
- Oat milk - 3 liters
- Lemon - 6 pieces
- Still water - 24 bottles
- Sparkling water - 24 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Ginger beer - 4 bottles
- Apple juice - 4 liter
- Orange juice - 4 liters
- Ice cubes - 6 bags
- Mini wraps - 48 pieces
- Hummus - 1 kilo
- Cream cheese - 750 grams
- Smoked chicken breast - 750 grams
- Young cheese - 1 kilo
- Arugula - 500 grams
- Cucumber - 6 pieces
- Bell peppers - 8 pieces
- Cherry tomatoes - 1 kilo
- Olives - 500 grams
- Grapes - 2 kilos
- Apples - 30 pieces
- Bananas - 24 pieces
- Unsalted nuts - 1 kilo
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Snacks - 4 bags
- Cookies - 6 packs
- Brownies - 32 pieces
- Olive oil - 1 bottle
- Balsamic vinegar - 1 bottle
- Mayonnaise - 1 bottle
- Mustard - 1 jar
- Ketchup - 1 bottle
- Bread - 8 loaves
- Butter - 500 grams
- Napkins - 200 pieces
- Paper cups - 50 pieces
- Paper plates - 50 pieces
- Dish soap - 2 bottles
- Dishwasher tablets - 30 pieces
- Sponges - 6 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Garbage bags - 30 pieces
- Cleaning wipes - 2 packs
- All-purpose cleaner - 2 bottles

Tips

Plan one usable workstation per participant, with enough table space for worksheets, sticky notes and other materials. Add one or two spare seats if the room allows it.
Prepare presentation equipment at least one day before the workshop. Check that the laptop, projector, screen, HDMI cable, adapter, extension cord and power strip work together.
For a half-day session, allow roughly 2–3 drinks per person, including water, coffee or tea. Buy extra cups and keep a separate supply available for the facilitators.
Pack workshop materials by workstation rather than in one mixed box. Prepare printed handouts, worksheets, name badges, markers and sticky notes in sets so setup takes less time.
Do not leave catering and dietary requirements until the shopping trip. Confirm the final participant count and dietary information before placing the order, ideally 3–5 days ahead.

Frequently asked questions

What materials do I need for a design workshop?: You typically need worksheets, printed handouts, name badges, flip-chart pads, markers and sticky notes. Prepare one participant set per registered attendee, plus 5–10% extra for replacements and late additions.
How many tables and chairs do I need for a design workshop?: Provide one chair per participant and enough work tables for every group or workstation. For 20 participants working in groups of four, plan on 5 workstations and keep 1–2 spare chairs available.
How much coffee and water should I buy for a workshop?: For a half-day workshop, allow about 2–3 drinks per person, with water available throughout. For 20 attendees, that means roughly 40–60 servings, plus a small extra supply for facilitators and unexpected guests.
When should I test the projector and other workshop equipment?: Test the laptop, projector, screen, cables, adapters, speaker and microphone at least one day before the event. Repeat a quick connection and sound check when the venue opens, before participants arrive.

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