What you need for an inspiration session

An inspiration session needs more than coffee and chairs. Plan refreshments around the number of registered participants, then check whether the venue already provides tableware, coffee machines and presentation equipment. Drinks, fruit and cold appetizers can often be prepared shortly before guests arrive, while cables, power strips and name badges are easy to overlook until setup starts. Use the full shopping list below to gather food, serving items, furniture and technical equipment in time.

Organize this event for free with Lizzt

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Buffet tablesqty 3
Stage table
Coat racksqty 2

Tableware

Water glassesqty 60
Wine glassesqty 60
Coffee cupsqty 60
Platesqty 70
Cutlery setsqty 70
Serving spoonsqty 8
Small bowlsqty 12
Serving plattersqty 8

Equipment

Projector
Projection screen
Laptop
HDMI cablesqty 2
Extension cordsqty 4
Power stripsqty 4
Wireless microphone
Flip chartsqty 3
Flipchart markersqty 12
Timersqty 2

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Hot traysqty 4
Cutting boardsqty 4
Knivesqty 6
Measuring cupsqty 2

Decorations

Tableclothsqty 8
Name badgesqty 60
Badge holdersqty 60
Menusqty 8
Pensqty 60
Table numbersqty 8

Cleaning

Waste binsqty 6
Dustpan and brushqty 2
Mopsqty 3
Bucketsqty 3

Lighting

Table lampsqty 6

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Spa Blauw - 6 bottles
- Spa Red - 4 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Non-alcoholic beer - 24 bottles
- Pilsner - 36 bottles
- White wine - 6 bottles
- Rosé - 4 bottles
- Red wine - 3 bottles
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Mixed nuts - 2 kilos
- Olives - 3 jars
- Grapes - 4 kilos
- Apples - 50 pieces
- Cucumbers - 6 pieces
- Cherry tomatoes - 3 kilos
- Carrots - 2 kilo
- Bell peppers - 12 pieces
- Hummus - 2 kilos
- Cream cheese - 1,5 kilo
- Young cheese - 2 kilos
- Brie - 1 kilo
- Savory baguette - 12 pieces
- Wholegrain wraps - 60 pieces
- Falafel - 3 kilos
- Chicken breast strips - 3 kilos
- Mixed lettuce - 3 kilos
- Pasta salad - 5 kilos
- Potato salad - 4 kilos
- Yogurt dressing - 3 bottles
- Garlic sauce - 2 bottles
- Mayonnaise - 1 jar
- Ketchup - 1 bottle
- Mustard - 1 jar
- Salt - 1 pack
- Black pepper - 1 jar
- Olive oil - 1 bottle
- Brownies - 60
- Cookies - 4 packs
- Ice cubes - 10 kilos
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 3 packs
- Hand soap - 4 bottles
- Napkins - 200 pieces

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 or other drinks.
Buy catering quantities only after registration closes and dietary requirements are collected. Keep a small buffer for refreshments, but do not prepare perishable food days in advance.
Check the venue’s inventory at least one week before the session. Tables, chairs, glasses, plates and cutlery are often assumed to be available but may need to be arranged separately.
Test the projector, laptop, HDMI cables, microphone and screen at the venue before the event. Bring at least one extension cord and a power strip for equipment placed away from the nearest socket.
Prepare name badges, serving platters, small bowls and serving spoons before guests arrive. These small items are commonly forgotten when food is bought from several different shops.

Frequently asked questions

What food do I need for an inspiration session?: Plan food for the final number of registered participants and include vegetables, fruit and cold appetizers. Allow roughly 3 to 5 small portions per person for a short session, or more if it overlaps with a meal.
How many drinks should I buy for an inspiration session?: For the first hour, allow two to three drinks per person, including water. For every additional hour, add about one drink per person, and increase the amount if the room is warm or the session includes a meal.
What equipment is needed for an inspiration session presentation?: Prepare a laptop, projector, projection screen, HDMI cables and a wireless microphone when the room is large. Test everything at least one day before the session and bring an extension cord and power strip as backup.
When should I buy food and drinks for an inspiration session?: Buy shelf-stable drinks and other non-perishable supplies several days ahead. Shop for fruit, vegetables and cold appetizers on the day before or the morning of the session, after dietary requirements are confirmed.

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.