What you need for an innovation workshop
An innovation workshop needs more than a laptop and a meeting room. You will need equipment for presenting, tables and chairs for group work, flip charts and paper for ideas, plus drinks, snacks and serving items. Plan the reception area as well: name badges, a place to register participants and clearly labelled waste bins are easy to overlook. Use this list to check what must be bought, borrowed or confirmed with the venue before workshop day.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Work tablesqty 6
- Chairsqty 45
- Buffet tablesqty 2
- Reception desk
- Waste binsqty 4
Equipment
- Projector
- Projection screen
- Laptop
- HDMI cableqty 2
- HDMI adapterqty 2
- Portable speaker
- Wireless microphone
- Extension cordqty 3
- Power stripqty 4
- Presentation clicker
- Charging cablesqty 4
Kitchen
- Coffee makerqty 2
- Kettleqty 2
- Coolersqty 3
- Serving traysqty 6
- Pitcherqty 4
- Serving spoonsqty 6
- Bread basketsqty 4
Tableware
- Coffee cupsqty 50
- Drinking glassesqty 60
- Platesqty 50
- Cutlery setsqty 50
- Coffee spoonsqty 50
Workshop materials
- Flip chartsqty 6
- Flip chart sheetsqty 2
- Whiteboardsqty 6
- Whiteboard markersqty 24
- Sticky notesqty 30
- Markersqty 48
- Pensqty 50
- Notepadsqty 50
- Worksheetsqty 50
- Name badgesqty 50
- Badge holdersqty 50
- Voting stickersqty 300
- Scissorsqty 8
- Tapeqty 8
- Glue sticksqty 12
- Table numbersqty 6
- Name stickersqty 60
Cleaning
- Dustpan and brushqty 2
- Bucketsqty 2
- Cleaning clothsqty 12
Catering
- Groceries
- Coffee beans - 1.5 kilos
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Sweetener - 1 box
- Milk - 6 liters
- Oat milk - 3 liters
- Lemons - 8 pieces
- Spa Blauw - 8 bottles
- Sparkling water - 6 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Apple juice - 3 packs
- Non-alcoholic beer - 24 bottles
- Plain chips - 4 bags
- Paprika chips - 4 bags
- Mixed nuts - 2 bags
- Olives - 3 jars
- Grapes - 3 kilos
- Apples - 30 pieces
- Bananas - 20 pieces
- Cucumbers - 4 pieces
- Cherry tomatoes - 2 kilos
- Carrots - 2 kilo
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Peanut butter - 2 jars
- Young cheese - 1,5 kilo
- Aged cheese - 1 kilo
- Chicken breast topping - 1 kilo
- Vegetarian spread - 6 tubs
- Whole grain bread - 8 loaves
- White rolls - 50 pieces
- Wraps - 50 pieces
- Arugula - 500 grams
- Slamix - 1 kilogram
- Bell peppers - 12
- Red onion - 6 pieces
- Feta cheese - 1 kilo
- Chickpeas - 8 cans
- Pasta - 3 kilos
- Pasta sauce - 8 jars
- Pesto - 4 jars
- Parmesan cheese - 500 grams
- Herb butter - 4 tubs
- Diet-free meal options - 6 portions
- Cookies - 6 packs
- Brownies - 50 pieces
- Napkins - 200 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Parchment paper - 1 roll
- Trash bags - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- Dishwasher tablets - 30 pieces
- All-purpose cleaner - 2 bottles
Tips
- Allow one work table for each small group, with enough chairs for every participant and a little spare capacity. Group work becomes awkward when people have to share a writing surface or move furniture halfway through the session.
- Check the presentation setup at least one working day before the workshop. Test the laptop, projector, screen, HDMI cable, adapter, clicker, speaker, microphone and power connections together—not separately.
- For a half-day session, plan roughly two drinks per person for the first hour and one more for each additional hour. Chill drinks in advance, and provide enough coffee cups, drinking glasses and water pitchers for the full group.
- Prepare one name badge and one set of workshop materials per participant, plus at least 10% extra. Print worksheets before the day itself so registration does not become a queue at the reception desk.
- Set up catering away from the work tables and place serving trays, spoons, plates, cutlery and coffee spoons there before participants arrive. Put waste bins nearby and include dietary requirements in the catering order at least 3–5 days ahead.
Frequently asked questions
- What do I need for an innovation workshop?
- Bring presentation equipment, group-work furniture, flip charts and sheets, printed worksheets, name badges, catering supplies and tableware. Also check the small connectors and charging cables, because missing adapters or power strips can stop a session before it starts.
- How many tables and chairs do I need for an innovation workshop?
- Use one work table per small group and one chair per participant, then add 1–2 spare chairs. Keep a separate buffet table and reception desk available so food and registration do not take over the work area.
- How much catering should I buy for an innovation workshop?
- For a half-day workshop, allow two drinks per person for the first hour and one additional drink per person for every following hour. Order snacks for the whole group plus about 10% extra, and confirm dietary requirements 3–5 days before the event.
- When should I prepare the equipment for an innovation workshop?
- Prepare and test the full presentation setup at least one working day beforehand. On the day, allow 30–45 minutes to arrange tables, chairs, flip charts, the reception desk and catering buffet before participants arrive.
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