What to buy for a leadership training session

A leadership training session needs more than a laptop and a meeting room. You will need enough writing materials for every participant, clear group materials, reliable presentation equipment and drinks that can be served without delays. Plan the shopping around the final participant list, then add a small reserve for lost pens, spills and last-minute attendees. Check dietary requirements before buying any catering supplies.

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What to bring

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

Furniture

Tablesqty 6
Chairsqty 24
Coat racksqty 2
Tableclothsqty 6

Equipment

Laptop
Projector
Projection screen
HDMI cableqty 2
Extension cordsqty 2
Power stripsqty 4
Portable speaker

Office

Flip chartqty 2
Flip chart paperqty 2
Whiteboard
Whiteboard markersqty 8
Pensqty 30
Notepadsqty 24
Sticky notesqty 12
Foldersqty 24
Name badge holdersqty 24
Paper signageqty 8

Catering

Coffee thermosesqty 3
Water jugsqty 4
Serving traysqty 4
Groceries
- Coffee - 2 packs
- Tea - 3 boxes
- Sugar - 1 pack
- Milk - 5 liters
- Oat milk - 3 liters
- Still water - 12 bottles
- Sparkling water - 12 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Apple juice - 3 packs
- Lemons - 6 pieces
- Tortilla wraps - 48 pieces
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Chicken breast slices - 1,5 kilogram
- Young cheese - 1,5 kilogram
- Feta - 600 gram
- Egg salad - 4 tubs
- Arugula - 6 bags
- Iceberg lettuce - 3 heads
- Tomatoes - 2 kilograms
- Cucumbers - 6 pieces
- Bell peppers - 8 pieces
- Red onions - 4 pieces
- Avocados - 6 pieces
- Corn - 4 cans
- Olives - 2 jars
- Pesto - 2 jars
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Mustard - 1 jar
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Paprika chips - 3 bags
- Plain chips - 3 bags
- Mixed nuts - 1 kilogram
- Apples - 24 pieces
- Bananas - 24 pieces
- Grapes - 2 kilogram
- Cookies - 4 packs
- Chocolate bars - 24 pieces
- Paper towels - 4 rolls
- Toilet paper - 12 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Hand soap - 3 bottles

Tableware

Platesqty 30
Bowlsqty 30
Mugsqty 30
Drinking glassesqty 30
Cutlery setsqty 30

Kitchen

Kettlesqty 2
Cutting boardsqty 3
Chef's knifeqty 3
Serving spoonsqty 6
Coolersqty 2

Cleaning

Waste binsqty 4
Washing-up tubsqty 2
Cleaning clothsqty 8
Mop

Tips

Buy one pen and one notepad per participant, plus around 10% extra. Pens disappear quickly during group exercises, and spare notepads prevent people from sharing.
Prepare one folder and one name badge holder for each participant before the training day. Print a few blank badges as well, since registrations and name changes often happen after the final list is prepared.
For a full training day, plan roughly two cups of coffee or tea and two to three glasses of water per participant. Bring extra mugs and glasses if the room has no dishwasher or washing-up point nearby.
Test the laptop, projector, projection screen, HDMI cable and sound at least one day before the session. Pack an extension cord and power strip even when the room is advertised as fully equipped.
Buy flip chart paper, sticky notes and markers for each planned activity, not just for the presentation. As a practical reserve, keep one unopened pack of sticky notes and several working markers available for group work.

Frequently asked questions

What stationery do I need for a leadership training session?: Plan one pen and one notepad per participant, plus about 10% extra. Add folders, sticky notes, flip chart paper and working markers for the exercises and group activities.
How many name badges should I prepare for leadership training?: Prepare one name badge holder per registered participant and at least five blank badges for late registrations or spelling changes. Finalise the names no later than one day before the session.
How much coffee and water do I need per participant?: For a full training day, allow about two cups of coffee or tea and two to three glasses of water per person. Add a small reserve and confirm dietary requirements before shopping.
When should I test the projector and presentation equipment?: Test the laptop, projector, screen, HDMI connection and sound at least one day before the training. Test them again when setting up, because cables and room connections may have changed.

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