What you need for a feedback training day

A feedback training session needs more than slides and chairs. Plan for drinks throughout the day, a coffee break, dinner or buffet service, and enough materials for every participant to practise. Use the confirmed registration list to calculate food, work blocks and seating, then add a small margin for late additions. Check dietary requirements before ordering catering, and test the laptop, projector, HDMI cable and sound equipment before participants arrive.

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What to bring

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

Furniture

Tablesqty 6
Chairsqty 24
Buffet tableqty 2
Reception desk

Tableware

Dinner platesqty 24
Breakfast platesqty 24
Coffee cupsqty 24
Water glassesqty 30
Wine glassesqty 24
Knivesqty 24
Forksqty 24
Spoonsqty 24

Kitchen

Coffee makerqty 2
Kettleqty 2
Thermos flasksqty 4
Serving plattersqty 8
Serving spoonsqty 6
Cutting boardsqty 3
Bread knivesqty 2
Coolersqty 3

Equipment

Laptop
Projector
Projection screen
HDMI cableqty 2
Extension cordsqty 3
Power stripsqty 3
Portable speaker

Training

Work blocksqty 24
Ballpoint pensqty 30
Markersqty 12
Flip chart
Flip chart paperqty 2
Sticky notesqty 12
Tapeqty 3
Name badgesqty 24
Envelopesqty 24
Feedback formsqty 24

Cleaning

Waste binsqty 4

Catering

Groceries
- Coffee - 3 packs
- Tea selection - 2 boxes
- Sugar sticks - 1 box
- Milk - 4 liters
- Oat milk - 2 liter
- Sparkling water - 6 bottles
- Still water - 6 bottles
- Cola - 3 bottles
- Cola Zero - 3 bottles
- Orange juice - 4 liters
- Apple juice - 3 liters
- Non-alcoholic beer - 24 bottles
- White wine - 4 bottles
- Red wine - 3 bottles
- Beer - 24 bottles
- Ice cubes - 4 bags
- Butter - 500 grams
- Young cheese - 1 kilogram
- Aged cheese - 500 grams
- Hummus - 4 tubs
- Cream cheese - 3 tubs
- Chicken breast spread - 500 grams
- Apple syrup - 1 jar
- Strawberry jam - 1 jar
- Whole wheat bread - 5 loaves
- White rolls - 30 pieces
- Croissants - 24 pieces
- Cucumbers - 4 pieces
- Cherry tomatoes - 1 kilogram
- Bell peppers - 6 pieces
- Mixed lettuce - 4 bags
- Carrots - 1 kilogram
- Grapes - 2 kilogram
- Apples - 24 pieces
- Bananas - 24 pieces
- Paprika chips - 3 bags
- Plain chips - 3 bags
- Mixed nuts - 2 kilograms
- Rice crackers - 3 packs
- Cookies - 4 packs
- Brownies - 24 pieces
- Olive oil - 1 bottle
- Balsamic vinegar - 1 bottle
- Salt - 1 pack
- Black pepper - 1 jar
- Mayonnaise - 1 jar
- Ketchup - 1 bottle
- Paper napkins - 3 packs
- Coffee filters - 1 pack
- Stir sticks - 1 pack
- Disposable gloves - 1 box
- Trash bags - 2 rolls
- Paper towels - 4 rolls
- Toilet paper - 12 rolls
- Dish soap - 2 bottles
- Cleaning spray - 2 bottles
- Sponges - 1 pack
- Tea towels - 6 pieces

Tips

Allow one work block and one ballpoint pen per participant, plus at least 10% extra for replacements or late arrivals. Keep markers available for group exercises and notes.
For a full-day session, plan coffee, tea and water for the arrival period, breaks and lunch or dinner. Chill drinks ahead of time and prepare enough cups and glasses for the largest group using the buffet at once.
Confirm dietary requirements before placing the catering order, ideally at least 5–7 days before the training. Label special meals clearly so they are not mixed up during the buffet.
Check tableware against the meal plan: dinner plates for the main meal, breakfast plates for lighter food, and enough knives, forks, spoons and serving utensils for one complete service.
Test the presentation setup at the venue at least 1 day beforehand. Connect the laptop to the projector and screen, check the HDMI cable, power strips and extension cords, and test the portable speaker if the room is large.

Frequently asked questions

How many pens and work blocks do I need for feedback training?: Prepare one work block and one pen per registered participant, then add 10% extra. For 20 participants, that means 22 work blocks and 22 pens.
How much coffee and tea should I buy for a training day?: Plan at least 3 coffee or tea servings per person for a full-day session, including arrival and breaks. For 20 people, prepare for a minimum of 60 servings and keep extra hot water available.
When should I confirm dietary requirements for feedback training?: Ask for dietary requirements during registration and confirm the final list 5–7 days before the session. Send the confirmed information to the caterer before placing the final order.
How early should I test the projector and presentation equipment?: Test the laptop, projector, screen, HDMI cable and power supply at least 1 day before the training. Do a second quick check 30–60 minutes before participants arrive.

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