What to buy for an exam prep training session

An exam prep training session needs more than worksheets and a laptop. Participants need a clear work surface, reliable presentation equipment, drinks, and a quick registration setup when they arrive. Buy or collect the consumables early, then test the laptop, projector, HDMI cable, and power connections at least one day before the session. Use the final participant list to calculate cups, glasses, plates, cutlery, and refreshments instead of guessing.

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What to bring

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

Furniture

Tablesqty 10
Chairsqty 45
Registration desk
Trainer tableqty 2

Equipment

Laptopqty 2
Projector
Projection screen
HDMI cableqty 2
Power stripsqty 4
Extension cordsqty 4
Flip chart
Flipchart markersqty 2
Presentation remote

Tableware

Coffee cupsqty 45
Drinking glassesqty 45
Platesqty 45
Cutlery setsqty 45

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Serving spoonsqty 4
Cutting boardsqty 2
Knivesqty 4
Serving traysqty 6
Food containersqty 6

Cleaning

Waste binsqty 4
Washing-up tubsqty 2
Cleaning bucketsqty 2
Broom and dustpanqty 2
Mopqty 2
Cleaning glovesqty 4

Catering

Groceries
- Coffee - 3 packs
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Sweetener - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Spa Blauw - 6 bottles
- Sparkling mineral water - 3 bottles
- Cola - 3 bottles
- Cola Zero - 3 bottles
- Orange juice - 4 liters
- Apple juice - 3 liters
- Whole grain bread - 8 loaves
- White rolls - 50 pieces
- Whole wheat wraps - 40 pieces
- Young cheese - 2 kilos
- Boiled ham - 1.5 kilos
- Chicken breast slices - 1.5 kilos
- Hummus - 1.5 kilos
- Cream cheese - 1 kilo
- Peanut butter - 2 jars
- Jam - 2 jars
- Butter - 500 grams
- Lettuce - 6 heads
- Cucumbers - 8 pieces
- Tomatoes - 3 kilos
- Bell peppers - 12 pieces
- Apples - 45 pieces
- Bananas - 45 pieces
- Grapes - 4 kilos
- Paprika chips - 5 bags
- Plain chips - 5 bags
- Nut mix - 2 kilo
- Muesli bars - 50 pieces
- Cookies - 6 packs
- Vegetable soup - 8 liters
- Tomato soup - 8 liters
- Croutons - 4 bags
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Napkins - 200 pieces
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 2 packs

Tips

Plan one drinking glass and one coffee cup per participant, plus 10% extra. For a group of 20, that means 22 of each so late arrivals and replacements do not disrupt the session.
Allow two drinks per person for the first training block, then add one drink per person for every two additional hours. Chill bottled drinks or fill the coolers the evening before.
Prepare one complete serving setup for each 10 participants: a tray, serving spoons, food containers, and the required plates and cutlery. This prevents a queue at one small coffee station.
Pack one HDMI cable, one presentation remote, and at least two power strips, with extension cords long enough to reach the tables. Test the full laptop-and-projector setup before participants arrive.
Keep the registration desk supplied with printed participant information, name badges, and spare pens. Place waste bins near the coffee area and check the broom, dustpan, washing-up tubs, and cleaning buckets before opening the room.

Frequently asked questions

What drinks do I need for an exam prep training session?: Budget for two drinks per person during the first hour and one additional drink per person for every two hours afterward. For 20 participants in a four-hour session, prepare about 80 drinks, including coffee, tea, and cold drinks.
How many cups, glasses, plates, and cutlery sets should I buy?: Start with one coffee cup, one drinking glass, one plate, and one cutlery set per participant, then add 10% spare. For 20 participants, prepare 22 of each item.
When should I test the projector and presentation equipment?: Test the laptop, projector, projection screen, HDMI cable, presentation remote, power strips, and extension cords at least one day before training. Do a second five-minute check when you open the room.
What cleaning supplies are needed after the training?: Have at least two waste bins, one washing-up tub, one cleaning bucket, and one broom with dustpan available for a group of up to 25 people. For larger groups, add one waste bin per additional 25 participants.

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