What you need for an Inspiration Day

An Inspiration Day needs more than coffee, chairs and a projector. You will need practical supplies for registration, presentations, workshops, catering and participant materials, with enough backup equipment to avoid delays. Plan quantities around the number of attendees and sessions, then check what the venue already provides. This list helps you prepare the purchases and borrowed items before the final venue and catering checks.

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What to bring

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

Furniture

Foldable tablesqty 12
Chairsqty 60
Beer tablesqty 4
Buffet tablesqty 4
Registration desk
High tablesqty 8
Stoolsqty 16
Clothing rack

Equipment

Projector
Projection screen
Laptopsqty 2
HDMI cablesqty 3
Extension cordsqty 4
Power stripsqty 6
Wireless microphonesqty 2
Speakersqty 2
Microphone standsqty 2
Presentation clickerqty 2

Tableware

Coffee cupsqty 60
Drinking glassesqty 80
Wine glassesqty 60
Beer glassesqty 60
Dinner platesqty 70
Dessert platesqty 70
Cutlery setsqty 70
Serving bowlsqty 12
Serving plattersqty 10
Serving spoonsqty 10

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Ice cube traysqty 4
Cutting boardsqty 4
Chef's knivesqty 4
Measuring cupsqty 3
Kitchen tongsqty 8

Decorations

Name badge holdersqty 60
Flower arrangementsqty 8
Table runnersqty 12
Welcome sign
Direction signsqty 8
Sticky tackqty 4

Lighting

LED string lightsqty 6
Standing lampsqty 4
Emergency lightsqty 2

Presentation materials

Flip chartsqty 6
Flip chart padsqty 8
Whiteboardsqty 4
Whiteboard markersqty 24
Sticky notesqty 20
Pensqty 70
Notepadsqty 60
Writing boardsqty 30
Sticker setsqty 10

Cleaning

Waste binsqty 8
Vacuum cleaner
Mop setqty 2
Cleaning cart
Hand soap dispensersqty 4
Toilet brushesqty 3

Catering

Groceries
- Coffee beans - 2 kilograms
- Tea bags - 120 pieces
- Black tea - 40 bags
- Herbal tea - 40 bags
- Green tea - 40 bags
- Milk - 8 liters
- Oat milk - 4 liters
- Semi-skimmed coffee milk - 2 liter
- Sugar - 1 kilogram
- Sweeteners - 200 pieces
- Lemons - 12 pieces
- Spa Blauw - 60 bottles
- Spa Rood - 30 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Apple juice - 8 liters
- Orange juice - 8 liters
- Ginger beer - 6 bottles
- Non-alcoholic beer - 24 bottles
- Pilsner - 72 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 6 bottles
- Bubbles - 6 bottles
- Beer crates - 3 crates
- Ice cubes - 12 kilograms
- Sparkling water - 6 liters
- Baguettes - 12 pieces
- Wholemeal bread - 6 loaves
- Wraps - 60 pieces
- Butter - 1 kilogram
- Cream cheese - 1 kilogram
- Hummus - 2 kilograms
- Pesto - 4 jars
- Young cheese - 2 kilograms
- Brie - 1 kilogram
- Goat cheese - 750 grams
- Smoked chicken breast - 2 kilograms
- Roast beef - 1 kilogram
- Falafel - 2 kilograms
- Herb cream cheese - 750 grams
- Mixed salad - 3 kilograms
- Cucumbers - 10 pieces
- Cherry tomatoes - 3 kilograms
- Bell peppers - 12 pieces
- Red onions - 2 kilograms
- Avocados - 12 pieces
- Carrots - 2 kilogram
- Grapes - 3 kilograms
- Apples - 60 pieces
- Bananas - 40 pieces
- Mixed berries - 2 kilograms
- Lemon balm - 6 bunches
- Mixed nuts - 2 kilograms
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Olives - 2 kilograms
- Sun-dried tomatoes - 1 kilogram
- Mixed snack nuts - 2 kilograms
- Crackers - 10 packs
- Grissini - 8 packs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Balsamic dressing - 2 bottles
- Olive oil - 2 liters
- Salt - 500 grams
- Black pepper - 250 grams
- Paprika powder - 1 jar
- Garlic - 6 bulbs
- Basmati rice - 4 kilograms
- Pasta - 4 kilograms
- Tomato sauce - 8 jars
- Coconut milk - 8 cans
- Vegetable stock - 2 packs
- Mixed vegetables - 8 kilograms
- Chickpeas - 12 cans
- Chicken breast - 6 kilograms
- Tofu - 3 kilogram
- Herb mix - 4 jars
- Sandwich rolls - 70 pieces
- Yogurt - 5 kilograms
- Granola - 2 kilogram
- Whipped cream - 2 liters
- Brownies - 70 pieces
- Mini muffins - 70 pieces
- Cookies - 8 packs
- Chocolate - 2 kilogram
- Coffee filters - 3 packs
- Napkins - 300 pieces
- Paper towels - 8 rolls
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Food storage containers - 20 pieces
- Trash bags - 40 pieces
- Organic waste bags - 20 pieces
- Dish soap - 2 bottles
- Dishwasher tablets - 40 pieces
- Cleaning wipes - 3 packs
- All-purpose cleaner - 2 bottles
- Disinfectant spray - 2 bottles
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Hand sanitizer gel - 4 bottles
- Tissues - 12 boxes

Tips

Plan one chair per registered participant, plus a small reserve if the room allows it. Add enough tables for registration, catering, handouts and activities so materials do not end up on the floor.
For a full-day programme, allow at least 2–3 drinks per person during the first hour and about 1 drink per person per additional hour. Include water, coffee and tea, then add extra for speakers and facilitators.
Prepare one name badge and one programme or handout pack per participant, with 5–10% extra for late registrations or damaged copies. Keep materials sorted by session so facilitators can collect them quickly.
Check every presentation setup at least 24 hours before the event: projector, screen, laptop, HDMI cable, clicker, speakers and microphones. Bring extension cords and power strips because the nearest socket is rarely where the equipment needs to stand.
Do not leave catering supplies until the event morning. Chill drinks the day before, confirm quantities after registration closes, and check that you have enough cups, glasses, plates, cutlery and serving utensils for the complete programme.

Frequently asked questions

What should I buy for an Inspiration Day?: Plan supplies for four areas: registration, presentations, activities and catering. This usually includes name badges and handouts, tables and chairs, a projector setup, microphones, drinks, coffee and tea equipment, plates, glasses, cutlery and serving dishes.
How many drinks do I need for an Inspiration Day?: For the first hour, allow 2–3 drinks per person, then about 1 drink per person for each additional hour. Add a 10% buffer, especially if the programme runs all day or includes warm weather and active sessions.
How much tableware is needed for an Inspiration Day?: Start with one complete place setting per attendee, then add 10% extra for breakage, seconds and late arrivals. For a buffet, also provide separate serving bowls, platters, spoons and utensils rather than relying on the cutlery at each seat.
When should I check the Inspiration Day shopping list?: Do a first check when registration opens and a final quantity check 2–3 days before the event, once dietary requirements and attendance are clearer. Buy or collect shelf-stable supplies early, and chill drinks the day before.

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