What you need for an innovation workshop

An innovation workshop needs more than a projector and a stack of worksheets. You will need equipment for presentations, supplies for group work, and enough coffee and tableware for the full programme. This shopping list covers the practical items that are easy to overlook, from HDMI cables and power strips to name badges, serving utensils and directional signs. Check quantities against your participant list and buy or borrow anything with a lead time of several days.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 40
Buffet tableqty 2
Registration desk
Coat racksqty 2

Equipment

Projector
Projection screen
Laptop
HDMI cableqty 2
Extension cordsqty 3
Power stripsqty 4
Wireless presenter
Whiteboardsqty 4
Flip chartsqty 4
Timerqty 4

Kitchen

Coffee makerqty 2
Kettlesqty 2
Coolersqty 2
Thermos flasksqty 4
Serving plattersqty 8
Serving utensilsqty 8
Cutting boardsqty 4
Chef's knivesqty 4
Pliersqty 6
Serving spoonsqty 6
Cool bagsqty 4

Tableware

Coffee cupsqty 40
Drinking glassesqty 50
Platesqty 50
Cutlery setsqty 50
Coffee spoonsqty 40

Decorations

Name badgesqty 40
Badge holdersqty 40
Tableclothsqty 8
Directional signsqty 8
Vasesqty 6

Lighting

Table lampsqty 6

Catering

Groceries
- Coffee beans - 2 kilos
- Tea bags - 100 pieces
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Milk - 6 liters
- Oat milk - 3 liters
- Sugar - 1 kilo
- Sweetener - 1 box
- Lemons - 10 pieces
- Still mineral water - 8 bottles
- Sparkling mineral water - 6 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Apple juice - 4 packs
- Ginger beer - 2 bottles
- Non-alcoholic beer - 24 bottles
- Pilsener - 48 bottles
- White wine - 6 bottles
- Red wine - 4 bottles
- Sparkling wine - 3 bottles
- Hummus - 1.5 kilos
- Cream cheese - 1 kilo
- Young cheese - 1,5 kilo
- Smoked chicken breast - 1 kilo
- Vegetarian Spread - 1 kilo
- Baguettes - 12 pieces
- Wholemeal bread - 6 loaves
- Wraps - 50 pieces
- Cherry tomatoes - 2 kilos
- Cucumbers - 8 pieces
- Bell peppers - 8 pieces
- Carrots - 2 kilo
- Grapes - 3 kilos
- Apples - 40 pieces
- Bananas - 30 pieces
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Mixed nuts - 2 kilos
- Olives - 1 kilo
- Salted crackers - 6 packs
- Butter - 500 grams
- Mayonnaise - 1 bottle
- Mustard - 1 jar
- Ketchup - 1 bottle
- Pesto sauce - 2 jars
- Pasta salad - 5 kilos
- Green salad - 4 kilos
- Quiche slices - 50 pieces
- Vegetarian quiche slices - 20 pieces
- Dessert portions - 40 pieces
- Napkins - 200 pieces
- Paper cups - 100 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Paper towels - 6 rolls
- Garbage bags - 30 pieces
- Dish soap - 2 bottles
- Sponges - 6 pieces
- Toilet paper - 24 rolls

Cleaning

Trash binsqty 6
Waste sorting binsqty 3
Bucketsqty 2
Mopsqty 2
Broomqty 2
Dustpan and brushqty 2

Workshop materials

Markersqty 80
Sticky notesqty 20
A4 paperqty 500
A3 paperqty 100
Scissorsqty 20
Glue sticksqty 20
Tapeqty 10
Duct tapeqty 4
Voting stickersqty 500
Color cardsqty 100
Ropeqty 2
Cardboardqty 50
Poster puttyqty 10

Tips

Allow one chair and one usable workstation per participant, plus extra seating for the workshop leader and support staff. Count tables by group size rather than by room capacity.
Test the laptop, projector, projection screen, HDMI cable, wireless presenter and power supply together at least one day before the workshop. Bring spare extension cords and power strips so every workstation can be reached safely.
For a half-day workshop, plan roughly 2–3 cups of coffee or tea per person, then add extra capacity for the arrival period. Prepare enough coffee cups, coffee spoons, drinking glasses and thermos flasks for a refill without washing up during the session.
Prepare one name badge and badge holder per participant, and print a few blanks for last-minute registrations. Directional signs are particularly useful when the registration desk, workshop room and coffee station are not in the same area.
Match serving platters, serving utensils, plates and cutlery sets to the catering order, not just the number of attendees. Add a small buffer of about 10% because these items are often misplaced or used more than once.

Frequently asked questions

What equipment do I need for an innovation workshop?: At minimum, arrange a laptop, projector, projection screen, HDMI cable, wireless presenter and reliable power access. Test the complete setup at least 24 hours beforehand, including the presentation file and any adapters.
How much coffee should I buy for an innovation workshop?: For a half-day session, budget 2–3 cups per participant, including arrival coffee. Add around 10% extra if the programme runs longer than four hours or includes several breaks.
How many name badges do I need for a workshop?: Prepare one name badge and badge holder for every registered participant, plus at least 5–10% spare badges for late registrations or damaged labels. Print the final list no later than the day before the workshop.
When should I buy supplies for an innovation workshop?: Buy or reserve equipment and furniture at least one week ahead, especially projectors, tables, chairs and whiteboards. Purchase fresh catering and drinks 1–2 days before the workshop, after dietary requirements and attendance are confirmed.

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