What you need for an Entrepreneurs' workshop

An Entrepreneurs' workshop needs more than coffee, chairs and a projector. Plan supplies for registration, group work, presentations and breaks, with quantities based on your confirmed participant list. For drinks, allow two to three servings per person during the first hour, then one serving per person for each additional hour. Order catering only after dietary requirements are collected, and check adapters, extension cords and markers before shopping day.

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What to bring

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

Furniture

Tablesqty 6
Chairsqty 36
Buffet tablesqty 2
Registration desk

Tableware

Coffee cupsqty 40
Glassesqty 40
Platesqty 40
Cutlery setsqty 40
Serving bowlsqty 8
Serving plattersqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Serving tongsqty 6
Coolersqty 3

Equipment

Laptop
Projector
Projection screen
HDMI cableqty 2
HDMI adapterqty 2
Extension cordsqty 4
Power stripsqty 4
Wireless microphone
Presentation clicker

Workshop materials

Flip chart standqty 2
Flipchart padsqty 4
Markersqty 24
Pensqty 40
Notepadsqty 40
Worksheetsqty 40
Sticky notesqty 12
Name badgesqty 40
Table numbersqty 6

Decorations

Tableclothsqty 8
Menusqty 6

Cleaning

Waste binsqty 4
Hand soap dispensersqty 3
Washing-up tubsqty 2

Catering

Groceries
- Coffee beans - 2 kilograms
- Black tea - 3 boxes
- Herbal tea - 2 boxes
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Sugar - 1 kilogram
- Mints - 1 box
- Spa Blue - 48 bottles
- Spa Rood - 24 small bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Lemons - 8 pieces
- Ice cubes - 6 kilograms
- Wraps - 60 pieces
- Wholemeal bread - 6 loaves
- White bread rolls - 40 pieces
- Chicken breast slices - 2 kilograms
- Back ham - 1 kilogram
- Young cheese - 2 kilograms
- Hummus - 1.5 kilograms
- Cream cheese - 1 kilogram
- Eggs - 30 pieces
- Iceberg lettuce - 4 heads
- Cucumbers - 8 pieces
- Tomatoes - 3 kilograms
- Bell peppers - 12 pieces
- Arugula - 500 grams
- Red onions - 6 pieces
- Avocados - 10 pieces
- Olives - 4 jars
- Feta cheese - 1 kilogram
- Shredded cheese - 1 kilogram
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Mustard - 1 jar
- Garlic sauce - 2 bottles
- Olive oil - 1 bottle
- Balsamic vinegar - 1 bottle
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Italian herbs - 1 jar
- Apples - 30 pieces
- Grapes - 3 kilograms
- Bananas - 30 pieces
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Unsalted nuts - 1 kilogram
- Dark chocolate cookies - 4 packs
- Salted crackers - 4 packs
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper napkins - 200 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 6 pieces
- Microfiber cloths - 10 pieces

Tips

Count tableware and drinks against the final participant list, then add about 10% spare cups, glasses, plates and cutlery for breakage or unexpected attendees.
Set aside one registration place for every 30 participants, with name badges and pens ready before doors open. Keep the participant list and dietary information at the desk.
For a half-day workshop, plan at least one pen and one worksheet per participant, plus 10% extra. Provide enough flipchart paper and markers for each working group.
Check the presentation setup at least one day before the workshop: laptop, projector, screen, HDMI cable, adapter, clicker, power strips and extension cords must work together.
Buy or collect chilled drinks and coffee supplies the day before where possible. Keep backup coffee-making equipment, serving tongs and a cooler available if the venue kitchen is limited.

Frequently asked questions

What do I need for an Entrepreneurs' workshop?: Plan furniture for registration, seating, worktables and catering, plus coffee cups, glasses, plates, cutlery and serving dishes. You also need presentation equipment and workshop supplies such as one pen and worksheet per participant, with roughly 10% extra.
How many drinks should I buy for a workshop?: Allow two to three drinks per person for the first hour, followed by one drink per person for each additional hour. Add around 10% extra if the workshop is held in warm weather or attendees have limited access to other drinks.
How much workshop material do I need per participant?: Prepare one worksheet and one pen per participant, then add 10% spare copies and pens. For group work, provide at least one flipchart pad and several markers for each working group.
When should I check the workshop equipment?: Test the laptop, projector, screen, HDMI cable, adapter, clicker and power connections at least one day before the workshop. Repeat a quick check when the room is set up, because cables and adapters are often moved during cleaning or furniture setup.

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