What you need for a leadership training

A leadership training needs more than a laptop and a room. Plan materials for each participant, equipment for presentations and enough tableware for coffee breaks, lunch and dinner. The shopping list below covers the practical items that are easy to overlook, including flipchart supplies, serving equipment, coolers and power extensions. Check dietary requirements and final registrations before buying food, then prepare the room and test the presentation setup before participants arrive.

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What to bring

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

Furniture

Tablesqty 6
Chairsqty 25
Reception desk
Coat rack

Tableware

Coffee cupsqty 30
Water glassesqty 30
Platesqty 30
Cutlery setsqty 30
Serving traysqty 4
Water jugsqty 6

Equipment

Laptop
Projector
Projection screen
Presentation clicker
Extension cordsqty 3
Power stripsqty 3
Wall clock

Kitchen

Thermos flasksqty 4
Coolersqty 3
Cutting boardsqty 3
Chef's knifeqty 2
Serving spoonsqty 4
Serving tongsqty 3

Training materials

Flipchart standsqty 2
Flipchart padsqty 4
Whiteboard
Whiteboard markersqty 12
Notebooksqty 25
Ballpoint pensqty 30
Markersqty 24
Sticky notesqty 12
Name badgesqty 30
Work foldersqty 25
Envelopesqty 30
Masking tapeqty 3
Timerqty 2

Decorations

Tableclothsqty 6

Cleaning

Cleaning bucketqty 2
Mopsqty 2
Trash binsqty 4

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 1 box
- Herbal tea - 1 box
- Sugar - 1 pack
- Mints - 1 box
- Milk - 4 liters
- Oat milk - 2 liter
- Spa Blauw - 30 bottles
- Sparkling water - 12 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Wholemeal bread - 6 loaves
- White bread - 3 loaves
- Whole wheat rolls - 30 pieces
- Butter - 3 packs
- Young cheese - 2 kilograms
- Aged cheese - 1 kilogram
- Chicken breast slices - 1 kilogram
- Hummus - 6 tubs
- Cream cheese - 5 tubs
- Jam - 3 jars
- Peanut butter - 2 jars
- Eggs - 30 pieces
- Tomatoes - 2 kilograms
- Cucumbers - 6 pieces
- Bell peppers - 8 pieces
- Mixed salad - 8 bags
- Baby potatoes - 5 kilograms
- Vegetarian burgers - 10 pieces
- Chicken burgers - 20 pieces
- Hamburger buns - 30 pieces
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 1 jar
- Garlic sauce - 2 bottles
- Salt - 1 pack
- Pepper - 1 shaker
- Paprika powder - 1 jar
- Italian herbs - 1 jar
- Olive oil - 1 bottle
- Apples - 30 pieces
- Bananas - 25 pieces
- Grapes - 3 kilograms
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Mixed nuts - 2 kilograms
- Cookies - 5 packs
- Dark chocolate - 3 bars
- Napkins - 100 pieces
- Paper cups - 50 pieces
- Aluminum foil - 1 roll
- Cling film - 1 roll
- Paper towels - 4 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- Sponges - 6 pieces
- Toilet paper - 24 rolls

Tips

Buy one notebook and one ballpoint pen per participant, plus extra pens and markers for group activities. Order training folders, worksheets and name badges only after the participant list is close to final.
Plan coffee, tea and water for the full training day, not only for the welcome. Prepare enough coffee cups, water glasses, jugs and thermos flasks for the group size, with a small reserve for break times.
Keep lunch and dinner chilled in coolers until serving time. Check dietary requirements before ordering quantities, and buy or arrange enough plates, cutlery, serving trays, spoons and tongs for the complete group.
Test the laptop, projector, screen and presentation clicker before the room opens. Pack extension cords and power strips as well; a missing cable can delay the first session even when the presentation is ready.
Bring enough flipchart pads and whiteboard markers for the planned activities, then set up the stands before participants arrive. Add a wall clock so facilitators can keep exercises and breaks on schedule.

Frequently asked questions

How many notebooks and pens do I need for leadership training?: Plan one notebook and one ballpoint pen per participant, then add at least 10% spare supplies. For 20 participants, bring 22 notebooks and 22 pens so replacements are available.
How much coffee and tea should I buy for a training day?: Allow roughly 3 to 4 cups of hot drinks per person over a full training day, including arrival and breaks. For 20 participants, prepare capacity for about 60 to 80 servings and keep water available throughout.
When should I order food for leadership training?: Confirm registrations and dietary requirements at least 5 to 7 days before the training. Final catering quantities should be checked again 1 to 2 days before the event.
How many flipchart pads and markers are needed?: Use one flipchart pad for each active group or major exercise, plus one spare pad. Provide at least two markers per group and keep extra whiteboard markers available for the facilitator.

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