Embroidery workshop shopping list

Use this list to shop for an embroidery workshop without running short on materials or discovering missing tools during setup. Plan one complete embroidery kit per participant, then add shared cutting, measuring and presentation supplies. The room also needs practical equipment for registration, demonstrations, coffee and chilled drinks. Check registrations before shopping so fabric, hoops, needles and refreshments match the final number of attendees.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 36
Presentation table
Reception desk
Waste binsqty 4

Equipment

Kettleqty 2
Coffee maker
Projector
Projection screen
Extension cordsqty 3
Power stripsqty 4
Coolersqty 2

Embroidery materials

Embroidery hoopsqty 36
Cotton fabricqty 40
Embroidery threadqty 40
Embroidery needlesqty 40
Fabric scissorsqty 12
Embroidery patternsqty 40
Fabric markersqty 12
Box Cuttersqty 8
Measuring tapesqty 8
Pin cushionsqty 8
Pinsqty 8
Wire storage boxesqty 8
Underpadsqty 36
Project labelsqty 40

Tableware

Coffee cupsqty 40
Glassesqty 40
Platesqty 40
Cutlery setsqty 40
Serving traysqty 4

Catering

Insulated Carafesqty 4
Water jugsqty 4
Ice packsqty 8
Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Tea selection - 2 boxes
- Cane sugar - 1 pack
- White sugar - 1 pack
- Milk - 4 liters
- Oat milk - 3 liters
- Coffee pastries - 40 pieces
- Butter biscuits - 3 packs
- Whole wheat bread - 5 loaves
- White bread - 3 loaves
- Hummus - 4 tubs
- Cream cheese - 4 tubs
- Young cheese - 1,5 kilo
- Turkey breast - 1 kilo
- Cucumbers - 6 pieces
- Tomatoes - 2 kilos
- Mixed lettuce - 4 bags
- Bell peppers - 8 pieces
- Apples - 40 pieces
- Bananas - 30 pieces
- Grapes - 3 kilos
- Nut mix - 2 kilo
- Paprika chips - 3 bags
- Plain chips - 3 bags
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Lemonade - 4 bottles
- Sparkling water - 6 bottles
- Still water - 8 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Lemons - 8 pieces
- Ice cubes - 4 bags
- Napkins - 4 packs
- Paper towels - 4 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 6 pieces
- Microfiber cloths - 8 pieces
- Hand soap - 3 bottles

Decorations

Tableclothsqty 8
Name badge holdersqty 40
Name badgesqty 40

Lighting

Table lampsqty 8

Cleaning

Washing-up tubsqty 2
Hand broomsqty 2
Trash binsqty 4

Tips

Prepare one embroidery hoop, fabric piece, needle and pattern for every registered participant. Buy a small spare quantity of needles and thread so one broken or misplaced item does not stop a workstation.
Choose fabric and patterns before you shop for thread. This prevents buying colours that do not suit the selected designs and gives you time to prepare labelled project sets.
Plan shared tools by table rather than per person. One pair of fabric scissors, measuring tape, pin cushion and marker per table is usually more practical than buying a full set for every attendee.
Buy or bring enough underpads and waste bins for every cutting area. They protect the tables from pins and blades, while clearly placed bins keep thread off the floor.
Count cups, glasses, plates and cutlery against the final registration list, then add at least 10% extra. Coffee supplies, chilled drinks and coolers are easy to overlook when the focus is on embroidery materials.

Frequently asked questions

What do I need for an embroidery workshop?: For each participant, prepare an embroidery hoop, cotton fabric, embroidery thread, an embroidery needle and an embroidery pattern. Add shared fabric scissors, fabric markers, measuring tapes, pin cushions, pins, underpads and storage boxes for the tables.
How many embroidery kits should I buy?: Prepare one complete kit for every confirmed participant, plus 1–2 spare kits for last-minute changes or damaged materials. Finalise the participant list before placing the main order, ideally at least 7 days before the workshop.
How much embroidery thread do I need per person?: Provide enough thread in all colours used by the selected patterns, with extra for practice and mistakes. A practical starting point is one small bundle or skein per main colour per participant, plus around 10% extra shared stock.
What refreshments and equipment are needed for an embroidery workshop?: Plan coffee cups, glasses, plates and cutlery for every attendee, plus at least 10% extra. Check the kettle, coffee maker, projector, screen, extension cords, power strips and coolers at least 1 day before the workshop, and keep chilled catering refrigerated until setup.

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