What you need for a marketing workshop

A marketing workshop needs more than a laptop and a projector. Plan materials for every participant, a clear registration point, working presentation equipment, and enough catering for the full session. This checklist covers the items most often forgotten, including spare pens, extension cords, name badges, feedback forms, and supplies for practical exercises. Use your confirmed participant count to set quantities, then add a small buffer before you shop.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 45
Registration desk
Buffet tableqty 2

Tableware

Coffee cupsqty 50
Glassesqty 50
Platesqty 50
Cutlery setsqty 50
Serving plattersqty 8

Equipment

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

Workshop materials

Work foldersqty 45
Notepadsqty 45
Ballpoint pensqty 50
Markersqty 12
Sticky notesqty 20
Flipchart padsqty 4
Tapeqty 4
Name badgesqty 50
Feedback formsqty 50

Decorations

Table runnersqty 8
Directional signsqty 6

Cleaning

Waste binsqty 4
Bucketsqty 2
Spongesqty 6

Catering

Groceries
- Coffee - 3 packs
- Tea - 4 boxes
- Milk - 6 liters
- Oat milk - 3 liters
- Sugar - 1 kilo
- Mints - 1 box
- Still mineral water - 24 bottles
- Sparkling mineral water - 24 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Orange juice - 6 cartons
- Apple juice - 4 packs
- Lemons - 8 pieces
- Herbal tea - 2 boxes
- Cookies - 6 packs
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Salted crackers - 4 packs
- Grapes - 4 kilos
- Apples - 45 pieces
- Bananas - 30 pieces
- Mini wraps - 60 pieces
- Wholemeal bread - 6 loaves
- White rolls - 50 pieces
- Hummus - 4 tubs
- Cream cheese - 3 tubs
- Young cheese - 3 kilos
- Smoked chicken breast - 2 kilo
- Vegetarian falafel - 2 kilo
- Cucumbers - 8 pieces
- Tomatoes - 3 kilos
- Lettuce - 6 heads
- Bell peppers - 12 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olive oil - 1 bottle
- Salt - 1 pack
- Black pepper - 1 jar
- Napkins - 200 pieces
- Paper towels - 4 rolls
- Toilet paper - 12 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Trash bags - 2 rolls

Tips

Prepare one work folder, notepad, pen, name badge, and feedback form per participant, plus at least 10% extra for late registrations or replacements.
Pack two to three ballpoint pens per person for a hands-on session. Markers and sticky notes are easy to underestimate when exercises use several tables.
Test the laptop, projector, projection screen, HDMI cable, power strips, and extension cords together at least one day before the workshop, not just on the morning itself.
Set up coffee cups, glasses, plates, and cutlery for every expected participant, then keep a small reserve nearby. Put serving platters and groceries at the buffet table before attendees arrive.
Bring directional signs, tape, waste bins, buckets, and sponges before opening the room. These practical items are commonly left until the last minute, when setup is already underway.

Frequently asked questions

What stationery do I need for a marketing workshop?: Prepare one work folder, notepad, pen, name badge, and feedback form per participant. Add at least 10% extra, so a group of 20 needs 22 sets; bring several markers and packs of sticky notes for the practical exercises.
How many pens should I buy for a workshop?: Allow two to three pens per participant if people will write throughout the session. For 20 participants, buy or pack 40 to 60 pens rather than relying on one pen per person.
How early should I test the workshop projector and laptop?: Test the complete setup at least one day before the workshop. Check the HDMI connection, projection screen, power strips, and extension cords together, then repeat a quick check 30 minutes before participants arrive.
How much coffee and tableware do I need for a marketing workshop?: Plan at least one cup per participant for each coffee service, with a few extra cups, glasses, plates, and cutlery sets. Confirm catering quantities after registration closes, ideally 3 to 5 days before the workshop.

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