What you need for a masterclass

A masterclass needs more than chairs and a projector. You also need a clear registration setup, printed workbooks, name badges, reliable presentation equipment and enough food and drinks for the full programme. Plan quantities from the final participant count, then add a small buffer for coffee, lunch and printed materials. This checklist helps you prepare what to buy or bring before the venue opens, including items that are often arranged too late.

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What to bring

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

Furniture

Chairsqty 35
Tablesqty 6
Registration desk
Clothing rack

Tableware

Platesqty 40
Bowlsqty 40
Coffee cupsqty 40
Water glassesqty 40
Wine glassesqty 40
Cutlery setsqty 40
Serving spoonsqty 8

Catering

Coffee machinesqty 2
Thermos flasksqty 4
Water jugsqty 4
Serving traysqty 6
Soup bowlsqty 4
Warmholding pansqty 3
Coolersqty 3
Groceries
- Coffee beans - 2 kilograms
- Black tea - 4 boxes
- Herbal tea - 2 boxes
- Sugar - 1 kilogram
- Sweetener - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Still mineral water - 30 liters
- Sparkling mineral water - 12 liters
- Cola - 6 liters
- Cola Zero - 6 liters
- Orange juice - 6 liters
- Apple juice - 4 liter
- Croissants - 40 pieces
- Apples - 35 pieces
- Bananas - 30 pieces
- Grapes - 3 kilograms
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Mixed nuts - 2 kilograms
- Whole grain bread - 8 loaves
- White bread - 6 loaves
- Whole wheat wraps - 40 pieces
- Young cheese - 2 kilograms
- Cream cheese - 1 kilogram
- Hummus - 1.5 kilograms
- Smoked chicken breast - 1.5 kilograms
- Savory spread - 1 kilogram
- Lettuce - 6 heads
- Tomatoes - 3 kilograms
- Cucumbers - 2 kilograms
- Bell peppers - 2 kilograms
- Arugula - 500 grams
- Mayonnaise - 1 liter
- Mustard - 500 milliliter
- Ketchup - 500 milliliters
- Vegetable soup - 12 liters
- Baguettes - 12 pieces
- Herb butter - 1 kilogram
- Mixed salad - 4 kilograms
- Salad dressing - 2 liters
- Pasta - 3 kilograms
- Pesto sauce - 1,5 kilogram
- Parmesan cheese - 500 grams
- Olive oil - 1 liter
- Salt - 500 grams
- Black pepper - 250 grams
- Napkins - 250 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 2 liters
- All-purpose cleaner - 2 liters
- Disinfectant wipes - 2 packs
- Sponges - 6 pieces

Equipment

Laptop
Projector
Projection screen
Presentation clicker
HDMI adaptersqty 3
Extension cordsqty 4
Power stripsqty 4
Microphone
Flip chartsqty 2
Flipchart standsqty 2
Whiteboard

Decorations

Name badgesqty 35
Tableclothsqty 6
Certificatesqty 35

Office

Workbooksqty 35
Notepadsqty 35
Ballpoint pensqty 40
Flip chart paperqty 4
Markersqty 16
Sticky notesqty 8
Rolls of tapeqty 3

Cleaning

Waste binsqty 4
Hand soap dispensersqty 3
Dish brushesqty 2

Tips

Print one workbook and prepare one name badge per participant, plus 5–10% extra for late registrations, spelling corrections or damaged copies. Put them at the registration desk before doors open.
Allow two to three cups of coffee or tea per person during a full-day masterclass, and keep extra hot water, coffee and tea available for the final session. Use thermos flasks if the coffee machines are not close to the room.
Plan lunch tableware for every participant, plus at least 10% spare plates, bowls, glasses and cutlery. If soup or a hot buffet is served, check that you have enough soup bowls, serving spoons and warmholding pans before shopping.
Test the laptop, projector, screen, clicker, microphone and HDMI adapters at least one day before the masterclass. Bring two extension cords and power strips, and check that the venue has the correct connections.
Keep fresh produce and other chilled food in coolers until serving, especially when setup starts several hours before lunch. Prepare the buffet and drinks only after the room, registration desk and presentation table are ready.

Frequently asked questions

What should I buy for a masterclass?: Plan printed workbooks, name badges, coffee and tea, drinking water, lunch ingredients and the required tableware. You will also need presentation equipment such as a laptop, projector, screen, clicker and HDMI adapters; confirm the final list at least 3 days before the event.
How much coffee do I need for a masterclass?: Budget two to three cups per person for the first hour and around one cup per person for each later break. For a full-day session, planning three to four cups per participant, plus 10% extra, is a practical starting point.
How many workbooks and name badges should I prepare?: Prepare one workbook and one name badge for every confirmed participant, then add 5–10% extra. Print the final batch 2–3 days before the masterclass so you still have time to correct names or replace missing pages.
When should I test the masterclass equipment?: Test the laptop, projector, screen, microphone, clicker and adapters at least 24 hours before the masterclass. Repeat a short connection check when you open the venue, because cables, power strips or room settings may have changed.

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