What you need for a masterclass

A masterclass needs more than a laptop and a projector. Plan supplies for registration, note-taking, group work, refreshments and the presentation itself, based on your participant count. For each attendee, allow one name badge, one badge holder, one notepad and at least one ballpoint pen. Check dietary requirements before placing the catering order, and test every cable, adapter and microphone before participants arrive.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 50
Buffet tablesqty 3
Registration desk
Stoolsqty 4

Equipment

Laptop
Projector
Projection screen
HDMI cableqty 2
HDMI adapterqty 2
Wireless microphoneqty 2
Speakersqty 2
Power stripsqty 4
Extension cordsqty 4
Clicker
Flip chart stand
Wi-Fi booster

Office

Flipchart padsqty 3
Markersqty 24
Ballpoint pensqty 60
Notepadsqty 55
Name badgesqty 55
Badge holdersqty 55
Sticky notesqty 12
Voting devicesqty 50

Decorations

Table runnersqty 8
Flower arrangementsqty 5
Name badgesqty 4

Lighting

Atmosphere lightsqty 6

Tableware

Coffee cupsqty 60
Glassesqty 80
Wine glassesqty 60
Platesqty 80
Dessert platesqty 60
Cutlery setsqty 80
Serving spoonsqty 8
Carafesqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Hot traysqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving traysqty 8
Pliersqty 6
Measuring cupsqty 2

Catering

Groceries
- Coffee beans - 3 bags
- Tea bags - 120 pieces
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Sugar - 2 packs
- Sweetener - 1 box
- Spa Blauw - 6 bottles
- Sparkling water - 4 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- White wine - 8 bottles
- Red wine - 5 bottles
- Non-alcoholic beer - 24 bottles
- Beer - 48 bottles
- Ice cubes - 8 bags
- Croissants - 60 pieces
- Mini muffins - 60 pieces
- Unsalted butter - 2 packs
- Jam - 3 jars
- Hummus - 4 tubs
- Cream cheese - 3 tubs
- Young cheese - 2 kilograms
- Sandwiches - 55 pieces
- Whole wheat bread - 5 loaves
- Gluten-free rolls - 6 pieces
- Vegan sandwiches - 8 units
- Cucumbers - 6 pieces
- Cherry tomatoes - 1,5 kilograms
- Mixed salad - 3 kilogram
- Olive oil - 1 bottle
- Balsamic vinegar - 1 bottle
- Fruit salad - 5 kilograms
- Apples - 30 pieces
- Grapes - 3 kilograms
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Mixed nuts - 2 kilograms
- Olives - 3 jars
- Salted crackers - 5 packs
- Herb butter - 3 tubs
- Meatballs - 120 pieces
- Vegetarian Snacks - 60 pieces
- Mustard - 2 jars
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Chocolate bars - 60 pieces
- Napkins - 200 pieces
- Coffee filters - 2 packs
- Stirrers - 100 pieces
- Cardboard takeaway cups - 60 pieces
- Trash bags - 40 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Cleaning sponges - 2 packs

Tips

Buy or prepare one name badge, badge holder, notepad and ballpoint pen per participant, plus at least 10% extra for late registrations and damaged items.
Order coffee, tea and chilled drinks for the full session, and plan two to three drinks per person during the first hour before adding lunch and snack quantities.
Bring the complete presentation connection set: laptop, projector, screen, HDMI cable, HDMI adapter, power strips and extension cords. A missing adapter is one of the easiest items to overlook.
For interactive exercises, allow one flipchart pad and several markers per working group. Add sticky notes and voting devices only after confirming how many activities require them.
Pack registration and table supplies separately so they are ready before setup starts: badges, pens, worksheets, evaluations, table runners and coffee cups should not be buried with presentation equipment.

Frequently asked questions

What stationery do I need for a masterclass?: Plan one notepad, one ballpoint pen, one name badge and one badge holder per participant. Add at least 10% extra, so a group of 30 needs 33 of each item.
How many drinks should I buy for a masterclass?: Allow two to three drinks per person for the first hour, then add enough for the remaining session, lunch and breaks. Confirm coffee, tea and dietary requirements at least 3 to 5 days before the event.
What presentation equipment is needed for a masterclass?: Prepare a laptop, projector, projection screen, HDMI cable, HDMI adapter, power strips, extension cords and a clicker. Test the complete setup, including microphone and speakers, at least 2 hours before registration.
How many flipcharts and markers do I need?: Allow one flipchart pad per working group and at least two markers per group, with several spares. Confirm the number of groups no later than 3 days before the masterclass so you can buy or collect the right quantity.

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