What to buy for a feedback workshop

A feedback workshop needs more than printed questions and a presentation. Plan the room setup, writing materials, name badges, drinks and simple catering before participants arrive. Use the registration list to calculate cups, plates, water and food, and check dietary requirements before shopping. Keep chilled catering in coolers until the room is ready, and test the projector, laptop, HDMI cable and timer before the workshop starts.

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What to bring

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

Furniture

Work tablesqty 6
Chairsqty 36
Registration desk
Buffet tableqty 2
Coat racksqty 2

Tableware

Coffee cupsqty 36
Water glassesqty 36
Platesqty 36
Cutlery setsqty 36
Serving bowlsqty 8

Equipment

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

Kitchen

Coffee makerqty 2
Water jugsqty 4
Coolersqty 2
Serving spoonsqty 8

Decorations

Name badge holdersqty 36
Table runnersqty 6

Lighting

Atmosphere lightsqty 4

Cleaning

Waste binsqty 4
Washing-up tubsqty 2
Cleaning clothsqty 12

Groceries

Groceries
- Coffee - 3 packs
- Black tea - 2 boxes
- Herbal tea - 1 box
- Semi-skimmed milk - 5 liters
- Oat milk - 3 liters
- Sugar - 1 pack
- Mints - 1 box
- Spa Blauw - 6 bottles
- Sparkling mineral water - 4 bottles
- Apple juice - 3 liters
- Orange juice - 3 liters
- Cola - 2 bottles
- Cola Zero - 2 bottles
- Stir sticks - 1 pack
- Paper napkins - 4 packs
- Whole grain rolls - 36 pieces
- White rolls - 24 pieces
- Whole wheat wraps - 24 pieces
- Young cheese - 1,5 kilo
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Turkey breast - 1 kilo
- Smoked chicken breast - 1 kilo
- Cucumber - 6 pieces
- Tomatoes - 2 kilos
- Arugula - 4 bags
- Bell peppers - 8 pieces
- Olives - 3 jars
- Pesto sauce - 2 jars
- Mayonnaise - 1 bottle
- Mustard - 1 jar
- Ketchup - 1 bottle
- Paprika chips - 3 bags
- Plain chips - 3 bags
- Mixed nuts - 2 bags
- Apples - 30 pieces
- Grapes - 3 kilos
- Cookies - 5 packs
- Trash bags - 2 rolls
- Paper towels - 4 rolls
- Toilet paper - 12 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Hand soap - 3 bottles
- Sponges - 2 packs
- Disinfectant wipes - 2 packs

Tips

Allow one chair per participant plus two extra chairs for facilitators or late arrivals. Set up work tables so every group has space for worksheets, drinks and writing materials.
Plan at least two coffee or tea servings per person for a half-day workshop, plus one water glass and a filled water jug for every 4–6 participants. Buy extra drinks for facilitators and anyone staying behind.
Prepare one name badge holder and one worksheet set per registered participant, then add 10% spare copies. This covers last-minute changes, damaged pages and people who forget to bring their materials.
Check dietary requirements before buying groceries, ideally no later than 3 days before the workshop. Keep chilled items in coolers and separate serving spoons for different dishes.
Test the laptop, projector, projection screen, HDMI cable, extension cords and power strips at least 1 day in advance. Bring a backup copy of the presentation and keep the timer visible to facilitators.

Frequently asked questions

What do I need for a feedback workshop?: Plan work tables, chairs, a registration desk, a projector, screen, laptop, HDMI cable, name badges, worksheets, writing materials, drinks and simple catering. For each participant, allow one chair, one badge and one worksheet set, plus 10% spare copies.
How much coffee and water do I need for a workshop?: For a half-day session, allow about 2 coffee or tea servings per person and at least 500 ml of water per person. Provide one water glass per participant and one filled jug for every 4–6 people.
When should I buy food for a feedback workshop?: Check dietary requirements at least 3 days before the workshop and buy fresh or chilled catering as close to the event as practical. Store chilled food in coolers until it is placed on the buffet table.
How many spare materials should I prepare for a workshop?: Prepare one worksheet set and name badge per registered participant, plus 10% spare sets. For 30 participants, that means 33 sets, which covers late registrations and damaged or missing materials.

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