What You Need for a Poetry Workshop
A poetry workshop needs more than notebooks and pens. You will also need materials for exercises, presentation equipment, refreshments, and a practical way to label and seat participants. Use this shopping list alongside your registration numbers, then add roughly 10% extra paper, pens, and drinks so a late arrival or missing item does not disrupt the session. Check dietary requirements before buying fresh catering supplies, and test power, projection, and sound equipment before participants arrive.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 8
- Chairsqty 36
- Buffet table
- Coat rack
Equipment
- Laptop
- Projector
- Projection screen
- Portable speaker
- Microphone
- Extension cordsqty 3
Office supplies
- Notepadsqty 36
- Ballpoint pensqty 40
- Pencilsqty 40
- Erasersqty 20
- Markersqty 12
- Flip chart padqty 2
- Markersqty 2
- Printer paperqty 2
- Name badgesqty 40
- Sticky notesqty 6
- Paper paperclips
Tableware
- Reusable mugsqty 40
- Drinking glassesqty 40
- Platesqty 40
- Cutlery setsqty 40
- Serving traysqty 4
Kitchen
- Coffee makerqty 2
- Kettleqty 2
- Thermos flasksqty 4
- Coolersqty 2
- Cutting boardsqty 3
- Bread knivesqty 2
- Serving tongsqty 4
Decorations
- Tableclothsqty 8
- Candleless table lanternsqty 6
- Welcome sign
- Directional signsqty 6
Cleaning
- Waste binsqty 4
- Bucketsqty 2
- Mopsqty 2
- Broom and dustpan
- Spongesqty 4
Catering
- Groceries
- Coffee - 3 packs
- Black tea - 2 boxes
- Herbal tea - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Sugar - 1 kilo
- Honey - 1 jar
- Spa Blauw - 36 bottles
- Sparkling water - 12 bottles
- Apple juice - 4 liter
- Orange juice - 4 liters
- Cola - 3 bottles
- Cola Zero - 3 bottles
- Sandwich rolls - 45 pieces
- Butter - 500 grams
- Young cheese - 1,5 kilo
- Hummus - 6 tubs
- Peanut butter - 1 jar
- Strawberry jam - 1 jar
- Cucumbers - 6 pieces
- Tomatoes - 2 kilos
- Mixed salad - 6 bags
- Apples - 40 pieces
- Bananas - 30 pieces
- Grapes - 3 kilos
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Salted crackers - 4 packs
- Cookies - 5 packs
- Cake - 4 pieces
- Napkins - 200 pieces
- Trash bags - 2 rolls
- Paper towels - 4 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Dishwasher tablets - 1 pack
- Cleaning wipes - 2 packs
- Hand soap - 2 bottles
Tips
- Buy one notepad and at least one ballpoint pen per participant, plus 10% extra. Add pencils, erasers, markers, sticky notes, paperclips, and printer paper for writing exercises and handouts.
- Prepare printed worksheets and handouts at least one day before the workshop. Print a few spare copies of each exercise instead of waiting until the room is set up.
- Plan two to three drinks per person for the first hour, then one drink per person for each additional hour. Use the coffee maker, kettle, thermos flasks, reusable mugs, and drinking glasses so refreshments can be served throughout the session.
- Use one name badge per participant, with 10% extra for replacements or walk-ins. Keep markers beside the badges and place them near the entrance rather than on the workshop tables.
- Check that the laptop, projector, projection screen, speaker, microphone, and extension cords work together at least 60 minutes before the start. Bring a flip chart pad and markers as a fallback if the presentation setup fails.
Frequently asked questions
- What supplies do I need for a poetry workshop?
- Plan one notepad, one pen, and one name badge per participant, plus 10% extra. You will also need pencils, erasers, markers, sticky notes, printer paper, handouts, and materials for the writing exercises.
- How much coffee and tea should I buy for a poetry workshop?
- Allow two to three drinks per person during the first hour and one more per person for every additional hour. Keep hot drinks in thermos flasks so participants can refill without interrupting the workshop.
- How many copies of poetry workshop handouts should I print?
- Print one copy of every worksheet or exercise per registered participant, plus 10% spare copies. Finish printing at least one day beforehand so missing pages can be corrected before setup.
- When should I test the projector and microphone?
- Test the laptop, projector, screen, speaker, microphone, and extension cords at least 60 minutes before participants arrive. This leaves time to replace a cable, adjust the sound level, or switch to the flip chart.
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