What you need for a PowerPoint training session

A PowerPoint training session needs more than slides and a projector. Plan one laptop, charger, notepad and pen per participant, then add the connection equipment, presentation materials and refreshments that keep the day running smoothly. Check software compatibility before buying or packing anything, especially when participants use different laptops. The list below covers the practical supplies for a structured training day, including registration, hands-on exercises, catering and room setup.

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What to bring

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

Furniture

Training chairsqty 32
Tablesqty 10
Reception desk

Equipment

Laptopsqty 30
Laptop chargersqty 30
Projector
Projection screen
Presentation clicker
HDMI cablesqty 3
HDMI adaptersqty 4
Power stripsqty 8
Extension cordsqty 8
USB sticksqty 5

Office supplies

Notepadsqty 32
Ballpoint pensqty 40
Name badgesqty 35
Handoutsqty 35
Presentation certificatesqty 35
Flip chart
Flip chart paper
Markersqty 12

Tableware

Coffee cupsqty 40
Glassesqty 40
Platesqty 40
Cutlery setsqty 40
Serving boardsqty 4

Kitchen

Coffee machinesqty 2
Thermos flasksqty 4
Water jugsqty 4
Coolersqty 2

Cleaning

Waste binsqty 4
Cleaning clothsqty 10
Dish brushesqty 2

Catering

Groceries
- Coffee - 3 packs
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Sweetener - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Spa Blauw - 36 bottles
- Sparkling mineral water - 12 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Orange juice - 6 liters
- Apple juice - 4 liter
- Mini ice pops - 30 pieces
- Wholemeal bread - 6 loaves
- White rolls - 40 pieces
- Whole wheat wraps - 30 pieces
- Young cheese - 2 kilos
- Chicken breast slices - 1.5 kilos
- Hummus - 1 kilo
- Cream cheese - 1 kilo
- Peanut butter - 2 jars
- Jam - 2 jars
- Cucumbers - 6 pieces
- Tomatoes - 2 kilos
- Lettuce - 4 heads
- Bell peppers - 8 pieces
- Apples - 40 pieces
- Bananas - 30 pieces
- Grapes - 3 kilos
- Plain chips - 4 bags
- Paprika chips - 4 bags
- Nut mix - 2 kilo
- Cookies - 5 packs
- Mayonnaise - 1 jar
- Mustard - 1 jar
- Ketchup - 1 bottle
- Olive oil - 1 bottle
- Salt - 1 pack
- Pepper - 1 jar
- Trash bags - 2 rolls
- Paper towels - 4 rolls
- Paper towels - 4 packs
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Hand soap - 3 bottles
- Toilet paper - 24 rolls

Tips

Prepare one laptop, charger, notepad and ballpoint pen for each participant, plus at least one spare laptop and charger for last-minute failures.
Pack the projector, screen, clicker, HDMI cables, adapters, power strips and extension cords together. Bring two connection options if the trainer’s laptop and the room setup are not known yet.
Print one set of handouts and one name badge per participant, with at least 10% extra copies. Keep presentation files on two USB sticks in case the training laptop cannot access the original files.
Allow two to three coffee servings per person for the first training block and provide water throughout the session. Match the number of cups, glasses, plates and cutlery sets to the confirmed attendance, plus five spare sets.
Set aside flip chart paper and several markers before participants arrive. These are often forgotten because the presentation is prepared digitally, but they are useful for exercises and collecting questions away from the screen.

Frequently asked questions

What do I need for a PowerPoint training session?: Bring a laptop and charger for each participant, the presentation laptop, projector, screen, clicker, HDMI cables, adapters, power supplies, handouts, name badges, notepads and pens. Add coffee, tea, water and tableware for the confirmed number of attendees.
How many laptops do I need for PowerPoint training?: Plan one laptop per participant for hands-on training, plus one trainer laptop and at least one spare. Check the required PowerPoint version and operating system at least 3 days before the session.
How many handouts and name badges should I print?: Print one handout and one name badge per registered participant, then add 10% extra. For 20 attendees, prepare 22 copies of each so late registrations or replacements do not cause a shortage.
What cables and adapters are needed for a training room projector?: Pack at least two HDMI cables, the adapters required by the available laptops and enough power strips and extension cords for the laptops and projector. Test every connection at least 30 minutes before participants arrive.

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