What you need for an Innovation Day

An Innovation Day needs more than coffee, name badges and a projector. You are catering for a full programme, moving people between workshops and supporting presentations without delays. Use this list to plan the items to buy, hire or bring, from cups and serving equipment to microphones, power and workshop materials. The details below focus on the items organisers most often forget or arrange too late.

Use this plan

What to bring

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

Furniture

Tablesqty 12
Chairsqty 90
High tablesqty 8
Registration desk
Coat racksqty 3

Equipment

Projectorqty 2
Projection screenqty 2
Laptopsqty 2
Wireless microphonesqty 3
Microphone standsqty 2
Presentation clickersqty 3
Speakersqty 2
Power stripsqty 8
Extension cordsqty 8
Charging stationsqty 3
Wi-Fi router
Coolersqty 4

Tableware

Coffee cupsqty 90
Water glassesqty 120
Wine glassesqty 90
Platesqty 100
Cutlery setsqty 100
Serving traysqty 10
Serving spoonsqty 8

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Hot drink urnsqty 6
Thermos flasksqty 4
Cutting boardsqty 4
Bread knivesqty 4
Kitchen knivesqty 4
Serving plattersqty 12
Ice packsqty 16

Decorations

Name badgesqty 100
Badge holdersqty 100
Tableclothsqty 12
Directional signsqty 12
Program postersqty 8
Flower arrangementsqty 8
Buntingqty 6

Workshop materials

Flipchart padsqty 8
Markersqty 48
Sticky notesqty 24
Notebooksqty 90
Ballpoint pensqty 100
Voting stickersqty 500
Canvas sheetsqty 100
Ropeqty 4
Scissor setsqty 12
Rolls of tapeqty 12
Poster puttyqty 8

Lighting

LED lampsqty 8
Mood lightingqty 4

Cleaning

Waste binsqty 10
Cleaning bucketsqty 3
Floor squeegeesqty 2
Vacuum cleanersqty 2

Catering

Groceries
- Coffee beans - 3 kilograms
- Tea bags - 200 pieces
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Decaf coffee - 1 kilogram
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Sugar - 2 kilograms
- Sweetener - 2 boxes
- Lemons - 2 kilograms
- Still mineral water - 12 bottles
- Sparkling mineral water - 12 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Tonic - 4 bottles
- Ginger beer - 4 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Alcohol-free beer - 48 bottles
- Pilsner - 96 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 6 bottles
- Bubbles - 6 bottles
- Ice cubes - 20 kilograms
- Mini quiches - 120 pieces
- Vegetable spring rolls - 120 pieces
- Olives - 3 kilograms
- Mixed nuts - 3 kilograms
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Salsa - 6 jars
- Hummus - 3 kilograms
- Cucumber - 3 kilograms
- Carrots - 3 kilogram
- Cherry tomatoes - 3 kilograms
- Grapes - 4 kilograms
- Apples - 90 pieces
- Bananas - 60 pieces
- Grape juice - 6 liters
- Snack bread - 12 pieces
- Butter - 1 kilogram
- Baguettes - 20 pieces
- Whole grain bread - 8 loaves
- White bread - 6 loaves
- Herb butter - 12 tubs
- Mild cheese - 3 kilograms
- Brie - 2 kilograms
- Goat cheese - 1 kilogram
- Hummus spread - 2 kilogram
- Cream cheese - 2 kilograms
- Chicken breast slices - 2 kilograms
- Arugula - 1 kilogram
- Tomatoes - 2 kilograms
- Cucumber slices - 2 kilograms
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Vegetable soup - 12 liters
- Tomato soup - 12 liters
- Mixed salad - 12 kilograms
- Pasta salad - 12 kilograms
- Couscous salad - 8 kilograms
- Rice dish - 12 kilograms
- Vegetable curry - 10 kilograms
- Chicken dish - 12 kilograms
- Falafel - 8 kilogram
- Sandwiches - 100 pieces
- Dessert pastries - 100 pieces
- Vegan pastries - 20 pieces
- Gluten-free pastries - 10 pieces
- Fruit dessert - 8 kilograms
- Coffee spoons - 100 pieces
- Wooden stirrers - 200 pieces
- Napkins - 500 pieces
- Paper towels - 12 rolls
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 2 rolls
- Trash bags - 50 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Sponges - 12 pieces
- Cleaning cloths - 24 pieces
- Nitrile gloves - 3 boxes
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Paper towels - 12 packs

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, tea and other refreshments, and chill drinks before guests arrive.
Allow one coffee cup, water glass, plate and cutlery set per participant, plus at least 10% extra. Glasses and cups disappear into workshop rooms, so keep a reserve at the registration or catering area.
Provide one power strip for every two laptops or other powered devices, with extension cords long enough to reach the workshop tables. Add charging stations if participants will work on devices throughout the day.
Prepare one presentation clicker and one wireless microphone for each active presentation setup, with a spare microphone if several rooms run at once. Test every projector, screen, speaker and microphone before registration opens.
Buy or collect workshop materials at least 3 days before Innovation Day and divide them by workshop. Keep 10% extra for replacements, and place serving trays, spoons, cutting boards and bread knives with the catering supplies rather than leaving them to the last setup hour.

Frequently asked questions

How many drinks do I need for an Innovation Day?: Plan for two to three drinks per person during the first hour, followed by one drink per person for every additional hour. Add extra water for workshops held in warm rooms or involving physical activity.
How much tableware should I buy for Innovation Day?: Start with one coffee cup, water glass, plate and cutlery set per participant, then add at least 10% spare. If wine is served, plan wine glasses separately rather than using water glasses.
When should I order Innovation Day catering and drinks?: Place the catering order as soon as registration numbers and dietary requirements are stable, ideally at least 7 days before the event. Buy or collect drinks and serving supplies no later than 2 to 3 days beforehand.
How many microphones and projectors are needed for Innovation Day?: Provide one projector and screen for each room with presentations, plus one wireless microphone for each active presentation setup. Test the equipment at least 1 day before the event and keep a spare microphone or backup connection available.

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.