What you need for a hands-on session

A hands-on session needs more than tables and chairs. Participants also need a clear workspace, printed worksheets, writing materials and easy access to coffee, tea and refreshments. This shopping list covers the supplies that are easy to overlook, from badge holders and sticky notes to extension cords and serving ware. Check quantities against your registration list, then add a small spare supply before shopping.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 45
Registration desk
Coat racksqty 2

Equipment

Projector
Projection screen
Laptop
HDMI cableqty 2
Extension cordsqty 4
Power stripsqty 4
Portable speaker

Work materials

Flip chartqty 2
Flip chart paperqty 4
Whiteboard
Whiteboard erasersqty 2
Markersqty 40
Sticky notesqty 12
Ballpoint pensqty 50
Clipboardsqty 45
Worksheetsqty 50
Name badgesqty 50
Badge holdersqty 50
Scissorsqty 10
Rolls of tapeqty 6
Glue sticksqty 10

Tableware

Coffee cupsqty 50
Glassesqty 50
Platesqty 50
Cutlery setsqty 50

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving traysqty 4
Serving bowlsqty 4
Coolersqty 3

Decorations

Tableclothsqty 8
Garlandqty 4
Flower arrangementsqty 4

Lighting

LED lampsqty 6

Cleaning

Waste binsqty 4

Catering

Groceries
- Coffee - 3 packs
- Tea selection - 2 boxes
- Sugar - 1 kilo
- Sweetener - 1 box
- Milk - 6 liters
- Oat milk - 3 liters
- Lemon - 6 pieces
- Still water - 24 bottles
- Sparkling water - 12 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Ice tea - 4 bottles
- Paper cups - 100 pieces
- Paper napkins - 200 pieces
- Mini wraps - 60 pieces
- Hummus - 4 tubs
- Cream cheese - 3 tubs
- Cucumber - 6 pieces
- Cherry tomatoes - 2 kilos
- Bell peppers - 8 pieces
- Cheese cubes - 2 kilos
- Grapes - 2 kilos
- Apples - 50 pieces
- Bananas - 30 pieces
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Salted crackers - 4 packs
- Nut mix - 2 kilo
- Gluten-free crackers - 2 packs
- Vegan sandwiches - 10 pieces
- Gluten-free rolls - 6 pieces
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Paper towels - 4 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 6 pieces
- Disinfectant wipes - 2 packs

Tips

Prepare one worksheet, pen and name badge for every participant, plus at least 10% extra. A few spare copies prevent last-minute printing when someone arrives unexpectedly.
Plan the coffee station around the expected attendance. Count one cup and one glass per person, then add 10% extra so you are not washing items during the session.
Give each work station its own set of sticky notes, markers and clipboards before participants arrive. This avoids queues at the registration table and keeps the practical work moving.
Test the laptop, projector, HDMI cable, speaker and power connections at least one day beforehand. Bring extension cords and power strips because rooms rarely have outlets exactly where the equipment is needed.
Set aside name badges, badge holders, scissors, tape and pens at the registration table. These small items are often forgotten until participants are already waiting to sign in.

Frequently asked questions

How many worksheets and pens do I need for a hands-on session?: Prepare one worksheet and one pen per registered participant, then add 10% extra. For 20 participants, that means 22 worksheets and 22 pens.
How many coffee cups and glasses are needed for the session?: Count one coffee cup and one glass per participant, with 10% spare. For 30 people, prepare at least 33 cups and 33 glasses.
When should I test the projector and presentation equipment?: Test the laptop, projector, HDMI cable, speaker and power setup at least 24 hours before the session. Run a second check 30 minutes before participants arrive.
What should I bring for participant registration?: Set up a registration table with the printed participant list, name badges, badge holders and pens. Have the table ready at least 30 minutes before the scheduled start time.

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