What to buy for a leadership workshop

A leadership workshop needs more than a laptop and a few handouts. Plan the supplies that keep registration, group work, refreshments, and presentations running without interruptions. This checklist covers the practical items to buy or bring, from flip charts and sticky notes to water jugs, coffee cups, and serving platters. Check quantities against your participant list, then allow time to print materials, chill drinks, and test presentation equipment before people arrive.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 36
Registration desk
Stoolsqty 6
Waste binsqty 4

Equipment

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

Workshop materials

Flip chartsqty 4
Flip chart paperqty 8
Whiteboard
Whiteboard markersqty 8
Markersqty 36
Sticky notesqty 12
Worksheetsqty 40
Notepadsqty 36
Ballpoint pensqty 40
Name badgesqty 36
Paper clipsqty 2

Tableware

Coffee cupsqty 40
Water glassesqty 40
Dinner platesqty 40
Cutlery setsqty 40
Serving plattersqty 8

Kitchen

Thermos flasksqty 4
Water jugsqty 4
Serving spoonsqty 6

Decorations

Tableclothsqty 8
Flower arrangementsqty 4
Welcome sign

Lighting

Atmosphere lightsqty 6

Cleaning

Handheld vacuum
Cleaning clothsqty 12

Catering

Groceries
- Coffee - 3 packs
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 3 liters
- Sparkling water - 12 bottles
- Still water - 12 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Orange juice - 6 liters
- Apple juice - 4 liter
- Lemons - 10 pieces
- Coffee pastries - 40 pieces
- Mini currant buns - 40 pieces
- Whole wheat bread - 5 loaves
- White bread - 3 loaves
- Whole wheat wraps - 40 pieces
- Young cheese - 1,5 kilo
- Aged cheese - 1 kilo
- Chicken breast topping - 1 kilo
- Hummus - 1.5 kilos
- Cream cheese - 750 grams
- Peanut butter - 1 jar
- Strawberry jam - 1 jar
- Cucumbers - 8 pieces
- Tomatoes - 2 kilos
- Lettuce - 6 heads
- Bell peppers - 10 pieces
- Carrots - 2 kilo
- Cherry tomatoes - 1.5 kilos
- Feta cheese - 750 grams
- Olive oil - 1 bottle
- Balsamic vinegar - 1 bottle
- Salt - 1 pack
- Pepper - 1 jar
- Spice mix - 2 jars
- Mayonnaise - 1 jar
- Mustard - 1 jar
- Ketchup - 1 bottle
- Paprika chips - 3 bags
- Plain chips - 3 bags
- Unsalted nuts - 1 kilo
- Grapes - 2 kilos
- Apples - 40 pieces
- Bananas - 30 pieces
- Cookies - 5 packs
- Vegan toppings - 1 kilo
- Gluten-free rolls - 6 pieces
- Paper napkins - 100 pieces
- Paper towels - 4 rolls
- Toilet paper - 12 rolls
- Garbage bags - 30 pieces
- Dish soap - 1 bottle
- All-purpose cleaner - 1 bottle
- Hand soap - 2 bottles

Tips

Prepare one worksheet, notepad, and ballpoint pen per participant, plus at least 10% extra for late registrations or damaged copies.
For interactive exercises, provide enough markers and sticky notes for each worktable rather than making groups share one small set. Keep spare markers available because they dry out quickly.
Set out one name badge for every registered participant and bring at least five blank badges for last-minute changes. Store them at the registration desk with paper clips.
Plan coffee cups, water glasses, plates, and cutlery for the full participant count, plus 10% spare. Add extra cups if the workshop runs through both a morning and afternoon break.
Check the projector, screen, laptop, HDMI cable, extension cords, and power strips at least one day before the workshop. Pack a second compatible connection or adapter if the laptop and projector do not use the same port.

Frequently asked questions

What stationery do I need for a leadership workshop?: Plan one notepad, one ballpoint pen, and one worksheet per participant, with 10% extra. For group exercises, provide flip charts, flip chart paper, markers, and sticky notes at each worktable.
How many name badges should I prepare for a leadership workshop?: Prepare one badge for every confirmed participant and at least five blank badges for spelling corrections, replacements, or late registrations. Put them at the registration desk before doors open.
How many drinks and cups do I need for a workshop?: For water, provide a glass for each participant and enough water jugs to refill them throughout the session. For coffee and other drinks, plan roughly two servings per person for a half-day workshop and three to four for a full day, then add 10% spare cups.
When should I test the workshop presentation equipment?: Test the laptop, projector, projection screen, HDMI cable, extension cords, and power strips at least 24 hours before the workshop. Run the complete presentation again during setup, preferably 60 minutes before participants arrive.

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