What you need for a mediation training day

A mediation training day needs more than worksheets and a projector. Participants move between group discussion, role-play and feedback, so each table needs writing materials, case folders and space to work. Plan refreshments for the full day, including coffee, water and a break service, and check presentation equipment before participants arrive. This list helps you buy or bring the supplies that are easy to overlook, especially cables, serving equipment and enough stationery for every participant.

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What to bring

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

Furniture

Tablesqty 6
Chairsqty 24
Flip chart stand
Break tablesqty 2

Equipment

Laptop
Projector
Projection screen
HDMI cable
Extension cordsqty 3
Power stripsqty 3
Wireless presenter

Tableware

Coffee cupsqty 24
Water glassesqty 24
Platesqty 24
Cutlery setsqty 24

Kitchen

Coffee maker
Kettle
Thermos flasksqty 3
Serving traysqty 4
Serving spoonsqty 4
Cutting boardsqty 2
Kitchen knivesqty 2
Coolersqty 2

Training materials

Flipchart padsqty 2
Markersqty 24
Sticky notesqty 6
Ballpoint pensqty 24
Notepadsqty 24
Name badgesqty 24
Case foldersqty 8
Work foldersqty 24
Table numbersqty 6

Decorations

Tableclothsqty 6
Name badge holdersqty 24

Cleaning

Waste binsqty 3
Dish brushesqty 2
Microfiber clothsqty 6
Trash bag holder

Catering

Groceries
- Coffee beans - 1.5 kilos
- Tea bags - 80 pieces
- Herbal tea - 20 bags
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Sugar - 1 kilo
- Sweeteners - 100 pieces
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sparkling water - 8 bottles
- Still water - 12 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Lemons - 8 pieces
- Bananas - 24 pieces
- Apples - 24 pieces
- Grapes - 2 kilos
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Snack mix - 3 bags
- Wholemeal bread - 6 loaves
- White rolls - 30 pieces
- Whole wheat rolls - 30 pieces
- Butter - 500 grams
- Young cheese - 1,5 kilo
- Cooked ham - 1 kilo
- Hummus - 6 tubs
- Cream cheese - 6 tubs
- Peanut butter - 2 jars
- Jam - 2 jars
- Cucumbers - 6 pieces
- Tomatoes - 2 kilos
- Arugula - 6 bags
- Chicken soup - 4 liters
- Vegetable soup - 4 liters
- Baguettes - 8 pieces
- Herb butter - 6 tubs
- Vegetarian meal trays - 12 portions
- Meal trays - 18 portions
- Mixed salad - 4 kilos
- Salad dressing - 3 bottles
- Pasta or rice salad - 4 kilo
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Vegan cookies - 4 packs
- Butter cookies - 4 packs
- Napkins - 200 pieces
- Paper tablecloth - 2 rolls
- Dish soap - 2 bottles
- Dishwasher tablets - 30 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Hand soap - 3 bottles
- Hand sanitizer gel - 3 bottles
- Garbage bags - 30 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls

Tips

Prepare one case folder, notepad and ballpoint pen per participant, plus a small spare supply for late registrations or misplaced materials. Keep extra markers and sticky notes available for role-playing exercises.
For a full training day, plan coffee and water for every participant throughout the day rather than only for the opening session. Chill drinks before opening the venue and use thermos flasks to keep coffee available between exercises.
Check the presentation setup at least one day before training: laptop, projector, projection screen, HDMI cable, wireless presenter, extension cords and power strips must work together. Bring a spare connection option if the laptop and projector use different ports.
Set aside one name badge for every participant, coach and organiser, and prepare them before the room opens. Put the badges where people can find them immediately instead of handing them out during the first exercise.
Match tableware to the catering plan: coffee cups, water glasses, plates and cutlery sets are easy to forget when the venue supplies only furniture. Also check that serving trays, serving spoons, cutting boards and kitchen knives are available before shopping.

Frequently asked questions

What stationery do I need for mediation training?: Plan one notepad and one ballpoint pen per participant, plus flipchart pads, markers and sticky notes for group work. Add at least 10% spare pens and several extra markers so the exercises do not stop when supplies run out.
How many name badges should I prepare for mediation training?: Prepare one name badge for every registered participant, coach and organiser. Print or write them at least one day in advance, and keep 2 to 3 blank badges for last-minute changes.
What equipment do I need to show mediation training materials?: Bring a laptop, projector, projection screen, HDMI cable, wireless presenter, extension cords and power strips. Test the complete setup at least one day before the session and again when the venue opens.
How much coffee and water should I buy for a mediation training day?: Use the confirmed participant count as your base and provide coffee and water continuously during the training and breaks. Check the catering calculation at least 2 days before the session, then chill drinks and set out cups and glasses before participants arrive.

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