What you need for a masterclass

A masterclass needs more than presentation slides and a room. Plan for the teaching setup, participant registration, table materials, refreshments and backup equipment. For drinks, allow two to three servings per person during the first hour, then one serving per person for each additional hour. Buy or bring the items below early enough to chill drinks, print worksheets and test the projector, laptop and cables before participants arrive.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 55
Registration desk
Speaker table

Equipment

Projector
Projection screen
Laptop
HDMI cableqty 2
Extension cordsqty 3
Power stripsqty 3
Wireless microphone
Presentation clicker

Tableware

Coffee cupsqty 55
Drinking glassesqty 55
Platesqty 55
Cutlery setsqty 55
Serving bowlsqty 8
Serving plattersqty 6

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Serving utensilsqty 8
Water jugsqty 6

Catering

Coffee filtersqty 100
Coffee spoonsqty 55
Napkinsqty 150
Coffee and tea buffet signsqty 6
Groceries
- Coffee - 2 packs
- Tea bags - 100 pieces
- Coffee cream - 6 liters
- Semi-skimmed milk - 4 liter
- Sugar - 2 packs
- Mints - 1 box
- Spa Blue - 60 bottles
- Spa Rood - 24 small bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Apple juice - 8 cartons
- Oat milk - 4 liters
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Salted crackers - 4 packs
- Hummus - 2 kilograms
- Cucumbers - 8 pieces
- Cherry tomatoes - 2 kilograms
- Grapes - 3 kilograms
- Apples - 60 pieces
- Bananas - 40 pieces
- Tortilla wraps - 70 pieces
- Chicken breast for wraps - 4 kilogram
- Falafel - 3 kilograms
- Grated cheese - 2 kilogram
- Lettuce - 8 heads
- Bell peppers - 20 pieces
- Red onions - 12 pieces
- Corn - 8 cans
- Cucumber for wraps - 8 pieces
- Tomatoes - 3 kilograms
- Garlic sauce - 3 liters
- Salsa sauce - 3 liters
- Yogurt dressing - 2 liters
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Olive oil - 1 bottle
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Rinse aid - 1 bottle
- Sponges - 6 pieces
- Microfiber cloths - 12 pieces
- Hand soap - 4 bottles
- Paper towels - 8 packs

Decorations

Name badgesqty 60
Table runnersqty 8
Pen holdersqty 8
Welcome sign
Table numbersqty 8

Paper goods

Worksheetsqty 60
Programsqty 60
Evaluation formsqty 60
Flipchart padsqty 4
Sticky notesqty 12
Pensqty 70
Markersqty 24
Whiteboard markersqty 12

Cleaning

Waste binsqty 4
Trash bag holdersqty 4
Cleaning glovesqty 4
Trash binsqty 2

Lighting

Table lampsqty 4

Tips

Prepare one printed worksheet and one name badge per participant, plus at least five spare copies and badges for late registrations or damaged materials.
For a two-hour masterclass, provide roughly 0.5 litres of water per person, alongside coffee and tea. Chill drinks before setup and keep extra water available during the assignments.
Check the presentation connection at least 60 minutes before the start. Bring the laptop, HDMI cable, clicker, microphone and power supplies, and save the presentation offline.
Set one complete place at each table: worksheets, pens, a drinking glass and any materials used during the exercises. This prevents interruptions once the teaching begins.
Set up the registration desk 30 minutes before doors open with the participant list, badges and a clear place for questions about dietary requirements. Put buffet signs beside the coffee, tea and water so guests can serve themselves.

Frequently asked questions

What should I buy for a masterclass?: Plan refreshments, coffee and tea supplies, water, cups, glasses, plates, cutlery, napkins and serving items. You may also need printed worksheets, name badges and backup stationery, depending on the number of participants.
How much coffee and tea do I need for a masterclass?: For the first hour, allow two to three drinks per person; for every following hour, allow one more drink per person. Add a small buffer of about 10% for refills and late arrivals.
How much water should I provide per participant?: Allow at least 0.5 litres of water per person for a two-hour masterclass. Provide extra if the room is warm, the session lasts longer than two hours or participants do practical exercises.
When should I test the masterclass equipment?: Test the projector, screen, laptop, HDMI cable, clicker and microphone at least 60 minutes before the session. Save the presentation offline and check that extension cords and power strips reach the teaching area.

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