What you need for a meeting training

Preparing a meeting training involves more than booking a room and bringing a laptop. You need presentation equipment, enough writing materials, printed handouts and tableware for drinks and food. Use the participant count to set quantities: prepare one worksheet pack, name badge and evaluation form per person, plus a small reserve. Check cables, power and presentation equipment before the day, because replacement equipment is hardest to arrange at the last minute.

Organize this event for free with Lizzt

What to bring

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

Furniture

Tablesqty 6
Chairsqty 24
Tableclothqty 6
Clothing rack

Equipment

Laptop
Projector
Projection screen
HDMI cableqty 2
Extension cordqty 3
Power stripqty 3
Wireless presenter
Portable speaker

Presentation

Flip chartqty 2
Flip chart paperqty 4
Whiteboard

Writing supplies

Whiteboard markersqty 12
Pensqty 24
Pencilsqty 24
Erasersqty 12
Sticky notesqty 10
Markersqty 12

Print materials

Worksheetsqty 24
Program cardsqty 24
Name badgesqty 24
Attendance listqty 2
Evaluation formsqty 24

Tableware

Coffee cupsqty 24
Water glassesqty 24
Platesqty 24
Cutlery setsqty 24
Serving plattersqty 6
Pitcherqty 2

Kitchen

Coffee maker
Kettle
Thermosqty 3
Cool boxqty 2
Cutting boardqty 2
Bread knifeqty 2
Serving tongsqty 4

Cleaning

Waste binsqty 3
Microfiber clothsqty 6
Dishwashing tub
Soap dispenserqty 2
Paper towel dispenser

Catering

Groceries
- Coffee - 2 packs
- Black tea - 1 box
- Herbal tea - 1 box
- Semi-skimmed milk - 4 liter
- Oat milk - 2 liter
- Sugar - 1 kilo
- Mints - 1 box
- Spa Blauw - 24 bottles
- Sparkling water - 6 bottles
- Apple juice - 3 liters
- Orange juice - 3 liters
- Cola - 3 bottles
- Cola Zero - 3 bottles
- Lemons - 6 pieces
- Mini raisin buns - 24 pieces
- Whole wheat mini rolls - 24 pieces
- Multigrain rolls - 24 pieces
- Butter - 500 grams
- Young cheese - 1 kilo
- Aged cheese - 500 grams
- Back ham - 750 grams
- Chicken breast spread - 500 grams
- Plain hummus - 4 tubs
- Cream cheese - 3 tubs
- Cucumbers - 4 pieces
- Tomatoes - 1 kilo
- Arugula - 3 bags
- Bell peppers - 6 pieces
- Mixed salad - 3 bags
- Cherry tomatoes - 750 grams
- Cucumber salad - 2 tubs
- Pasta salad - 3 kilos
- Potato salad - 2 kilos
- Vegetarian quiche - 4 pieces
- Chicken quiche - 4 pieces
- Yogurt dressing - 2 bottles
- Balsamic dressing - 1 bottle
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Paprika chips - 3 bags
- Plain chips - 3 bags
- Salted nuts - 2 bags
- Mixed grapes - 2 kilos
- Bananas - 24 pieces
- Cookies - 4 packs
- Pure chocolate bars - 4 bars
- Paper napkins - 2 packs
- Paper towels - 4 rolls
- Toilet paper - 12 rolls
- Garbage bags - 20 pieces
- Dish soap - 1 bottle
- All-purpose cleaner - 1 bottle
- Dishwasher tablets - 20 pieces
- Disinfectant wipes - 1 pack

Tips

Prepare one name badge, worksheet pack, programme card, pen and evaluation form per participant, then add 5–10% extra for late registrations or damaged copies.
Test the laptop, projector, screen, HDMI cable, wireless presenter, speaker and extension leads at least one working day before training. Pack a backup HDMI cable if the presentation depends on it.
Bring one chair per participant and enough tables for the planned exercises. Leave clear space for flip-chart work and check that the room layout still allows everyone to see the screen.
For a full training day, plan roughly 2–3 drinks per person in the first hour and 1 drink per person per following hour, including water, coffee or tea. Chill drinks before participants arrive.
Set aside tableware for the final headcount: one cup and water glass per person, plus plates and cutlery for anyone eating. Check dietary requirements before ordering catering or buying snacks.

Frequently asked questions

What stationery do I need for a meeting training?: Plan one pen, worksheet pack, programme card, name badge and evaluation form per participant. Add at least 5–10% spare copies and pens, especially when registrations may change shortly before the session.
How many chairs and tables do I need for training?: Provide one chair for every registered participant, plus 1–2 spare chairs if the room allows. Choose enough tables for the planned exercises rather than only for seating, and leave clear sightlines to the presentation screen.
What presentation equipment should I bring to a training meeting?: Pack the laptop, projector, projection screen, HDMI cable, extension cord, power strip and wireless presenter. Test the complete setup at least one working day beforehand and confirm that the room has the required connections.
How much catering and tableware should I buy for a training day?: Use the final participant count and add 5–10% for unexpected attendees. For drinks, estimate 2–3 per person during the first hour and 1 per person per later hour; provide one cup, glass, plate and cutlery set per person eating.

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.