What you need for an energy workshop

An energy workshop needs more than a projector and a stack of handouts. Plan materials for each participant, equipment for demonstrations, and enough coffee, water and snacks for the full session. This checklist covers practical items such as energy meters, thermometers, sample insulation material and action plan forms, along with serving supplies and cables. Check the final participant count before shopping, then add a small buffer so late registrations or damaged materials do not disrupt the workshop.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 55
Reception desk
Buffet tablesqty 3

Equipment

Projector
Projection screen
Laptop
HDMI cableqty 2
Extension cordsqty 4
Power stripsqty 4
Energy meterqty 4
Thermometerqty 4

Workshop materials

Flip chartsqty 4
Flipchart markersqty 24
Notepadsqty 55
Ballpoint pensqty 60
Worksheetsqty 60
Action plan formsqty 60
Sticky notesqty 12
Color stickersqty 300
Name badgesqty 60
Vouchers for savingsqty 60
Sample insulation materialqty 4
Extension cords for the demoqty 4

Tableware

Coffee cupsqty 60
Water glassesqty 60
Platesqty 60
Cutlery setsqty 60
Serving spoonsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Cutting boardsqty 3
Bread knivesqty 3
Serving plattersqty 8
Serving jugsqty 4

Cleaning

Waste binsqty 4
Waste sorting binsqty 3

Lighting

LED lampsqty 6

Catering

Groceries
- Coffee - 2 packs
- Tea assortment - 4 boxes
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 4 liters
- Lemons - 8 pieces
- Still mineral water - 12 bottles
- Sparkling mineral water - 12 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Cucumbers - 8 pieces
- Tomatoes - 3 kilos
- Bell peppers - 12 pieces
- Carrots - 3 kilos
- Grapes - 3 kilos
- Apples for fruit platter - 4 kilos
- Bananas - 3 kilos
- Whole wheat bread - 12 loaves
- Whole wheat wraps - 60 pieces
- Hummus - 2 kilos
- Cream cheese - 1,5 kilo
- Young cheese - 2 kilos
- Smoked chicken breast - 1,5 kilo
- Egg salad - 1.5 kilos
- Peanut butter - 2 jars
- Jam - 2 jars
- Arugula - 6 bags
- Mixed salad - 2 kilos
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Unsalted nuts - 2 kilos
- Whole grain crackers - 6 packs
- Olive oil - 1 bottle
- Balsamic vinegar - 1 bottle
- Mayonnaise - 1 jar
- Ketchup - 1 bottle
- Pepper - 1 jar
- Salt - 1 pack
- Napkins - 200 pieces
- Paper towels - 6 rolls
- Dish soap - 2 bottles
- Dishwasher tablets - 30 pieces
- All-purpose cleaner - 2 bottles
- Microfiber cloths - 10 pieces
- Trash bags - 40 pieces
- Toilet paper - 24 rolls
- Hand soap - 3 bottles

Tips

Prepare one notepad, pen, worksheet and action plan form per participant, then add 5–10% extra for last-minute attendees or replacements.
For an energy demonstration, check the energy meter, thermometer, sample insulation material and demo extension cords at least one day before the workshop. Make sure every item works together.
Count coffee cups, water glasses, plates and cutlery sets against the expected attendance, adding 10% if the session includes a buffet or refreshments.
Pack the presentation setup together: laptop, projector, projection screen, HDMI cable, extension cords and power strips. Test the complete connection before participants arrive.
Buy or collect coffee, tea and snacks no later than the day before, and confirm dietary requirements before choosing buffet items. Keep serving spoons available for every shared dish.

Frequently asked questions

What materials do I need for an energy workshop?: Plan one notepad, ballpoint pen, worksheet and action plan form per participant. Also prepare flip charts, markers, sticky notes, color stickers and name badges, with 5–10% extra of the participant-based items.
How much coffee and water should I buy for an energy workshop?: For a half-day session, allow roughly 3–4 cups of coffee or tea and 1–1.5 litres of water per person. Add 10% extra when the workshop lasts a full day or attendance is uncertain.
What equipment is needed for an energy workshop demonstration?: Set aside an energy meter, thermometer, sample insulation material and extension cords for the demo. Test them at least 24 hours before the workshop, together with the laptop, projector and power supply.
When should I shop for an energy workshop?: Buy non-perishable workshop materials and serving supplies 2–3 days in advance. Purchase fresh snacks the day before, then recheck quantities and dietary requirements on the morning of the workshop.

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