What do you need for a masterclass?

A masterclass needs more than a laptop and a projector. Use this shopping list to prepare the items participants need for learning, eating and moving through the day without delays. Plan supplies by participant count, then add a small buffer for registrations, spills and last-minute replacements. Check dietary requirements before ordering lunch and test every cable, adapter and presentation device before the event.

Organize this event for free with Lizzt

What to bring

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

Furniture

Tablesqty 8
Chairsqty 45
Reception desk
Buffet tablesqty 2
Waste binsqty 4

Equipment

Laptop
Projector
Projection screen
HDMI cableqty 2
HDMI adapter kit
Presentation clicker
Portable speaker
Microphone
Extension cordsqty 4
Power stripsqty 4

Presentation

Flip chart
Flip chart sheetsqty 2
Whiteboard
Whiteboard markersqty 2
Notepadsqty 45
Ballpoint pensqty 50
Worksheetsqty 50
Certificatesqty 45
Name badgesqty 50
Pen holdersqty 6

Tableware

Glassesqty 50
Coffee cupsqty 50
Platesqty 50
Cutlery setsqty 50
Pitcherqty 4

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving traysqty 4
Serving spoonsqty 4
Cutting boardsqty 2
Bread knivesqty 2
Coolersqty 2

Decorations

Tableclothsqty 8
Name card holdersqty 6

Lighting

Standing lampsqty 2

Cleaning

Hand soap dispensersqty 3

Catering

Groceries
- Coffee beans - 1.5 kg
- Black tea - 100 tea bags
- Herbal tea - 50 bags
- Sugar - 1 kg
- Sweetener - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 4 liters
- Spa Blauw - 48 bottles
- Sparkling mineral water - 24 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Orange juice - 8 liters
- Apple juice - 6 liters
- Croissants - 50 pieces
- Whole grain bread - 8 loaves
- White rolls - 50 pieces
- Multigrain rolls - 30 pieces
- Unsalted butter - 1 kg
- Young cheese - 2 kg
- Hummus - 1,5 kg
- Chicken Breast Topping - 1,5 kg
- Cream cheese - 1 kg
- Jam - 4 jars
- Peanut butter - 3 jars
- Cucumbers - 8 pieces
- Tomatoes - 2 kg
- Lettuce - 6 heads
- Red peppers - 10 pieces
- Carrots - 2 kg
- Cherry tomatoes - 2 kg
- Apples - 50 pieces
- Bananas - 50 pieces
- Grapes - 4 kg
- Plain chips - 6 bags
- Paprika chips - 6 bags
- Mixed nuts - 2 kg
- Muesli bars - 50 pieces
- Pure chocolate bars - 6 bars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olive oil - 1 bottle
- Balsamic vinegar - 1 bottle
- Salt - 1 pack
- Black pepper - 1 jar
- Pasta - 5 kg
- Pasta sauce - 8 jars
- Parmesan cheese - 1 kg
- Green salad - 4 kg
- Vegetarian pasta sauce - 4 jars
- Vegan pasta sauce - 3 jars
- Dessert Cookies - 100 pieces
- Paper napkins - 200 pieces
- Coffee filters - 100 pieces
- Cling film - 1 roll
- Aluminum foil - 1 roll
- Parchment paper - 1 roll
- Garbage bags - 30 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Sponges - 6 pieces
- Paper towels - 4 packs

Tips

Prepare one notepad, one working pen and one set of worksheets per participant, plus 10% extra. For 20 participants, that means 22 of each so a missing or damaged item does not interrupt the session.
Order lunch and refreshments from the confirmed participant list, including dietary requirements, no later than 3–5 days before the masterclass. Set aside 2–3 drinks per person for the first hour, then adjust for the remaining program.
Bring the complete presentation connection kit: laptop, projector, screen, HDMI cable, adapter kit, clicker and extension cords. Test the exact laptop-and-projector combination at least one day beforehand rather than checking cables separately.
Prepare name badges for every participant, teacher and organizer, with at least 10% spare. Put them at the reception desk with pens so arrivals can identify themselves in the first 10 minutes.
Count tableware for the full group before shopping: one plate, cutlery set, glass and coffee cup per person, plus 10% spare. Provide pitchers and waste bins near the buffet so people do not queue at the reception table.

Frequently asked questions

How many worksheets and pens do I need for a masterclass?: Plan one worksheet set, notepad and ballpoint pen per participant, then add 10% spare. For 30 participants, prepare 33 of each item.
How much coffee and tea should I buy for a masterclass?: For the first hour, allow 2–3 drinks per person, including coffee, tea and water. For a 20-person group, start with 40–60 servings and add more based on a full-day schedule.
When should I order catering for a masterclass?: Order lunch and refreshments 3–5 days before the event, after the participant list and dietary requirements are confirmed. Recheck the final headcount no later than 24 hours before delivery.
How much tableware is needed for a masterclass?: Count one plate, cutlery set, glass and coffee cup per participant, teacher and organizer, then add 10% spare. A group of 25 people therefore needs 28 of each item.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.