What you need for an improvisation workshop

An improvisation workshop needs more than chairs and a few games. Participants move around, work in small groups and need clear space, quick access to water and simple materials they can use without instruction. This shopping list covers the practical setup: drinks and catering, reusable tableware, registration supplies, writing materials, improvisation cards and small props. Check quantities against your group size before shopping, especially for cups, snacks, name badges and printed materials.

Organize this event for free with Lizzt

What to bring

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

Furniture

Chairsqty 30
Foldable tablesqty 6
Registration desk
Coat racksqty 2

Equipment

Portable speaker
Smartphone with timer
Extension cordsqty 2
Power stripsqty 2
Bluetooth music player

Workshop materials

Flip chart stand
Flipchart padsqty 2
Whiteboard
Whiteboard markersqty 6
Notepadsqty 30
Ballpoint pensqty 30
Improvisation cardsqty 100
Prop basketsqty 3
Small propsqty 20
Name badgesqty 30
Painter's tapeqty 3

Tableware

Reusable cupsqty 40
Platesqty 30
Cutlery setsqty 30
Serving bowlsqty 6
Serving tongsqty 4

Kitchen

Kettlesqty 2
Thermos flasksqty 3
Coolersqty 2

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 40 bags
- Herbal tea - 20 bags
- Sugar - 1 pack
- Mints - 1 box
- Milk - 4 liters
- Oat milk - 2 liter
- Still mineral water - 6 bottles
- Sparkling mineral water - 4 bottles
- Cola - 3 bottles
- Cola Zero - 3 bottles
- Sinas - 2 bottles
- Apple juice - 2 cartons
- Paprika chips - 3 bags
- Plain chips - 3 bags
- Snack mix - 2 bags
- Rice cakes - 2 packs
- Hummus - 3 tubs
- Cucumber - 4 pieces
- Carrots - 2 kilogram
- Grapes - 2 kilogram
- Apples - 30 pieces
- Bread - 6 loaves
- Whole grain bread - 4 loaves
- Cheese - 1 kilogram
- Hummus spread - 500 gram
- Chicken breast spread - 500 grams
- Vegan toppings - 500 grams
- Butter - 500 grams
- Pasta salad - 3 kilograms
- Green salad - 2 kilogram
- Cherry tomatoes - 1 kilogram
- Cucumber salad - 1 kilogram
- Dressing - 2 bottles
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Napkins - 100 pieces
- Kitchen paper - 3 rolls
- Toilet paper - 12 rolls
- Trash bags - 2 rolls
- Dish soap - 1 bottle
- Sponges - 4 pieces
- All-purpose cleaner - 1 bottle

Tips

Plan two to three drinks per person for the first hour, then one drink per person for each additional hour. Include water as well as coffee and tea, and keep a refill supply available during the break.
Buy one name badge and one pen per participant, plus at least five spare badges and pens. People often arrive without registering or lose a badge during movement exercises.
Prepare one notepad and several printed worksheets per participant. Add a small margin of 10% so late registrations or damaged pages do not leave anyone without materials.
For active exercises, provide several baskets of small props and improvisation cards rather than one shared pile. This keeps groups working while the instructor explains the next activity.
Bring enough painter’s tape to mark the play area and cable routes, and pack extension cords and power strips before leaving for the venue. These are easy to forget and may be needed for the speaker, music player or timer.

Frequently asked questions

How many cups do I need for an improvisation workshop?: Allow at least 2 reusable cups per participant for a half-day workshop, or 3 if drinks remain available throughout the day. Add 10% extra for visitors, misplaced cups and refills.
How much catering should I buy for an improvisation workshop?: For a half-day session, plan one snack portion and two to three drinks per person. For a full-day workshop, add a lunch portion and another drink per person for each additional two hours.
How many name badges and pens should I prepare?: Prepare one name badge and one ballpoint pen per registered participant, plus 5 to 10% spare supplies. For 20 participants, that means 22 badges and 22 pens.
What workshop materials should I prepare before the day?: Set aside one notepad and one worksheet pack per participant, then add 10% spare copies. Sort improvisation cards, small props and tape into usable sets at least 24 hours before the workshop.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.