What you need for a networking workshop

A networking workshop needs more than chairs and a presentation. You will need a practical registration setup, enough tableware for catering and drinks, and reliable equipment for activities and presentations. This shopping list covers the items to buy, hire, or bring, including coffee service, water, cooling, serving equipment, and power supplies. Plan quantities from your confirmed participant list, then add a small buffer so late confirmations do not leave anyone without a cup, handout, or seat.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 50
High tablesqty 6
Coat racksqty 2

Tableware

Coffee cupsqty 50
Water glassesqty 60
Wine glassesqty 50
Platesqty 60
Cutlery setsqty 60
Serving bowlsqty 10
Serving plattersqty 8

Equipment

Laptop
Projector
Projection screen
HDMI cableqty 2
Extension cordsqty 4
Power stripsqty 4
Wireless microphone
Bluetooth speakerqty 2
Flip chartqty 2
Flipchart markersqty 12
Tapeqty 4
Scissorsqty 4
Sticky notesqty 12
Worksheetsqty 60
Contact cardsqty 300
Pen casesqty 6

Kitchen

Coffee makerqty 2
Kettleqty 2
Thermos flasksqty 4
Coolersqty 3
Ice cube traysqty 3
Cutting boardsqty 3
Chef's knivesqty 3
Serving tongsqty 6
Serving spoonsqty 6
Bottle openersqty 3

Decorations

Tableclothsqty 8
Name badgesqty 55
Name badge holdersqty 55
Pensqty 60
Directional signsqty 8
Flower arrangementsqty 6

Cleaning

Waste binsqty 4
Cleaning bucketsqty 2
Cleaning clothsqty 12
Dish brushesqty 3

Lighting

Atmosphere lightsqty 8

Catering

Groceries
- Coffee beans - 2 packs
- Tea bags - 100 pieces
- Decaf coffee - 1 pack
- Milk - 6 liters
- Oat milk - 4 liters
- Sugar - 2 kilos
- Sweetener - 1 box
- Still mineral water - 8 bottles
- Sparkling mineral water - 6 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Tonic - 2 bottles
- Ginger beer - 2 bottles
- Non-alcoholic beer - 24 bottles
- Pilsener - 48 bottles
- White wine - 8 bottles
- Rosé - 4 bottles
- Red wine - 4 bottles
- Lemons - 12 pieces
- Limes - 8 pieces
- Apples - 30 pieces
- Grapes - 3 kilos
- Bananas - 25 pieces
- Cucumbers - 6 pieces
- Cherry tomatoes - 2 kilos
- Carrots - 2 kilos
- Paprika chips - 5 bags
- Plain chips - 5 bags
- Tortilla chips - 5 bags
- Nut mix - 3 kilo
- Olives - 2 kilos
- Hummus - 2 kilos
- Cream cheese - 1 kilo
- Cheese slices - 2 kilos
- Young cheese - 2 kilos
- Baguettes - 12 pieces
- Mini wraps - 100 pieces
- Wrap filling - 6 kilograms
- Chicken breast slices - 2 kilos
- Vegetarian spread - 1,5 kilo
- Mixed salad - 4 kilos
- Pasta - 4 kilo
- Pesto sauce - 4 jars
- Tomato sauce - 4 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olive oil - 1 bottle
- Salt - 1 pack
- Black pepper - 1 jar
- Italian herbs - 1 jar
- Basil - 4 bunches
- Mini brownies - 60 pieces
- Cookies - 6 packs
- Chocolate - 3 kilos
- Paper napkins - 300 pieces
- Cocktail picks - 2 packs
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Paper towels - 6 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet paper - 24 rolls
- Hand soap - 4 bottles

Tips

Count coffee cups, water glasses, plates, and cutlery for every confirmed participant, then add 10% extra. Catering often arrives with food but not enough tableware for seconds or late arrivals.
Prepare at least one complete presentation setup: laptop, projector, projection screen, HDMI cable, extension cords, and power strips. Test the cable and connection before participants arrive, not during registration.
For a workshop with several discussion groups, provide one table per group and enough chairs for every participant plus facilitators. High tables can give people a place to continue conversations during breaks.
Keep drinks cold before opening the venue by preparing coolers and ice cube trays in advance. Chill bottled drinks several hours beforehand; ice bought or made on the day is easily forgotten.
Set aside serving bowls, platters, tongs, spoons, bottle openers, cutting boards, and chef's knives with the catering supplies. These small items are often missing when food is delivered by someone else.

Frequently asked questions

What do I need to buy for a networking workshop?: Plan for tableware, drinks and coffee supplies, serving equipment, presentation equipment, and power accessories. The exact quantity depends on your confirmed participant list; add about 10% extra for cups, glasses, plates, and cutlery.
How many chairs and tables do I need for a networking workshop?: Provide one chair for each confirmed participant, plus seats for facilitators and staff. Use one table for each planned discussion group, and confirm the room layout at least 1 week before the workshop.
How much coffee and water should I prepare?: For a half-day workshop, plan roughly 3 to 4 cups of coffee per person and at least 1 litre of water per person. Add 10% extra when the venue is warm or participants will stay through a long networking break.
When should I prepare the equipment for the workshop?: Collect and test the laptop, projector, screen, HDMI cable, microphone, speaker, extension cords, and power strips at least 1 day before the event. Set up and test the presentation again 60 to 90 minutes before opening.

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