What you need for a practical workshop day

A practical workshop day needs more than tables and a projector. You need enough participant materials, working presentation equipment, clear registration supplies and refreshments that can be served without delays. Use the plan’s 42 items as your checklist, then match quantities to your confirmed participant list. Order workshop materials and print handouts early, especially if every attendee needs a notebook, pen, name badge or activity pack. Keep a few spare items available for late registrations or materials that get damaged during the day.

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What to bring

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

Furniture

Tablesqty 6
Chairsqty 35
Registration desk
Coat rack

Equipment

Laptop
Projector
Projection screen
Presentation clicker
HDMI cableqty 2
HDMI adapterqty 2
Extension cordqty 4
Power stripqty 4
Wireless timerqty 2

Workshop materials

Flip chart standqty 2
Flipchart padsqty 4
Whiteboard
Whiteboard erasersqty 2
Markersqty 8
Sticky notesqty 12
Index cardsqty 150
Scissorsqty 6
Glue sticksqty 6
Masking tapeqty 4
Notebooksqty 35
Ballpoint pensqty 40
Handoutsqty 35
Name badgesqty 35
Name markersqty 6

Tableware

Mugsqty 40
Drinking glassesqty 40
Platesqty 40
Cutlery setsqty 40
Serving traysqty 6
Water jugsqty 4
Thermos flasksqty 4

Decorations

Directional signsqty 6
Table numbersqty 6

Cleaning

Waste binsqty 4
Broom
Dustpan and brushqty 2
Mop and bucket

Catering

Groceries
- Coffee - 3 packs
- Tea assortment - 2 boxes
- Sugar - 1 pack
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Still water - 30 bottles
- Sparkling water - 12 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 6 bottles
- Apple juice - 4 packs
- Stirrers - 100 pieces
- Paper napkins - 200 pieces
- Coffee filters - 1 pack
- Cookies - 5 packs
- Apples - 30 pieces
- Bananas - 30 pieces
- Grapes - 3 kilograms
- White bread - 6 loaves
- Whole grain bread - 4 loaves
- Wraps - 50 pieces
- Young cheese - 2 kilograms
- Ham - 1.5 kilograms
- Hummus - 1.5 kilograms
- Egg salad - 1 kilogram
- Vegan vegetable spread - 1 kilogram
- Butter - 500 grams
- Mayonnaise - 1 bottle
- Mustard - 1 bottle
- Ketchup - 1 bottle
- Lettuce - 4 heads
- Tomatoes - 3 kilograms
- Cucumbers - 4 pieces
- Bell peppers - 12 pieces
- Vegetable soup - 12 liters
- Gluten-free bread - 2 loaves
- Trash bags - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- Hand soap - 3 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 6 pieces
- Microfiber cloths - 10 pieces

Tips

Count one notebook, one pen, one name badge and one set of handouts per registered participant, then add 5–10% spares. This prevents a late arrival from having to share materials.
Test the laptop, projector, screen, clicker and HDMI connection at least one day before the workshop. Pack both the HDMI cable and the correct adapter, plus an extension cord and power strip.
Plan one working marker for every small group, with at least 20% extra markers for a full workshop day. Include flipchart pads, sticky notes, index cards, scissors, glue sticks and masking tape before materials are sorted.
Set aside one registration desk, a coat rack and enough chairs for every participant, teacher and organiser. Prepare name badges and name markers before the room opens so check-in does not block the entrance.
Buy or bring enough mugs and drinking glasses for the full group, and prepare coffee, tea, chilled drinks and lunch before participants arrive. A wireless timer is useful when activities need firm time limits.

Frequently asked questions

What should I buy for a practical workshop day?: Prepare participant stationery, handouts, name badges, workshop materials, presentation equipment, tableware and refreshments. The plan lists 42 items, including notebooks, pens, markers, sticky notes, flipchart pads, a projector, HDMI accessories, mugs and drinking glasses.
How many workshop materials do I need per person?: Start with one notebook, one pen, one name badge and one handout set per participant. Add 5–10% spare copies and stationery, then provide shared materials such as markers, scissors, glue sticks and tape for each working group.
When should I order workshop materials and print handouts?: Order materials and prepare handouts at least 7 days before the workshop. Check the participant list and dietary requirements again 2–3 days before the event so you can adjust quantities before shopping.
What presentation equipment should I bring to a workshop?: Bring a laptop, projector, projection screen, presentation clicker, HDMI cable, HDMI adapter, extension cord and power strip. Test the complete setup at least 24 hours beforehand and keep the adapter and cables together in one labelled bag.

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