Presentation workshop shopping list
A presentation workshop needs more than a laptop and a projector. You’ll need reliable connections, presentation materials, seating, writing supplies, and enough cups, plates, and serving equipment for the catering. Check room capacity before buying or borrowing tables and chairs, then test every presentation connection before participants arrive. This list helps you gather the physical supplies for the workshop without leaving essential adapters, power, or refreshments until the last minute.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 8
- Chairsqty 30
- Registration desk
- Speaker podium
- Waste binsqty 4
Equipment
- Laptop
- Projector
- Projection screen
- HDMI cableqty 2
- HDMI adapterqty 2
- Power stripsqty 4
- Extension cordsqty 4
- Portable speaker
- Wireless microphone
- Presentation clicker
- Flip chart standqty 2
- Flipchart padsqty 4
- Whiteboard
- Whiteboard markersqty 8
Tableware
- Coffee cupsqty 30
- Glassesqty 40
- Platesqty 35
- Cutlery setsqty 35
- Serving plattersqty 8
- Serving spoonsqty 6
Kitchen
- Coffee makerqty 2
- Kettlesqty 2
- Thermos flasksqty 4
- Coolersqty 2
- Cutting boardsqty 2
- Bread knivesqty 2
- Serving traysqty 6
- Pliersqty 4
Decorations
- Name badge holdersqty 30
- Tableclothsqty 8
- Welcome sign
- Arrow signsqty 6
Lighting
- Table lampsqty 4
Cleaning
- Bucketsqty 2
- Mopsqty 2
- Broom
- Dustpan and brush
- Cleaning glovesqty 4
Catering
- Worksheetsqty 35
- Notepadsqty 35
- Pensqty 40
- Name badgesqty 35
- Certificatesqty 30
- Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 1 box
- Herbal tea - 1 box
- Hot chocolate - 1 pack
- Sugar - 1 pack
- Mints - 1 box
- Milk - 4 liters
- Oat milk - 2 liter
- Water - 24 bottles
- Sparkling water - 12 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Orange juice - 4 cartons
- Apple juice - 3 packs
- Ice cubes - 4 bags
- Mini croissants - 40 pieces
- Whole wheat rolls - 40 pieces
- Currant buns - 20 pieces
- Unsalted butter - 2 packs
- Cream cheese - 3 tubs
- Hummus - 3 tubs
- Cheese - 2 kilograms
- Young chicken breast - 1 kilogram
- Smoked salmon - 500 grams
- Cucumber - 6 pieces
- Tomatoes - 2 kilograms
- Arugula - 4 bags
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Rice crackers - 3 packs
- Mixed nuts - 2 bags
- Apples - 35 pieces
- Bananas - 25 pieces
- Grapes - 3 kilograms
- Cookies - 5 packs
- Brownies - 35 pieces
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Mustard - 1 jar
- Pasta - 3 kilograms
- Pesto sauce - 3 jars
- Tomato sauce - 4 jars
- Parmesan cheese - 500 grams
- Mushrooms - 1 kilogram
- Bell peppers - 8 pieces
- Zucchini - 6 pieces
- Onions - 1 kilogram
- Garlic - 3 bulbs
- Olive oil - 1 bottle
- Italian herbs - 1 jar
- Salt - 1 pack
- Pepper - 1 jar
- Gluten-free buns - 5 pieces
- Vegan spread - 2 tubs
- Paper napkins - 150 pieces
- Paper towels - 4 rolls
- Toilet paper - 12 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 6 pieces
- Microfiber cloths - 10 pieces
Tips
- Bring at least one HDMI adapter for every laptop connection you expect to use, plus one spare. Test the laptop, projector, screen, HDMI cable, and clicker together before the workshop starts.
- Provide one chair and one clear work surface per participant, with extra seating for the host and facilitator. Set up the registration desk separately so arrivals do not block the workshop area.
- Prepare one worksheet and one name badge per confirmed participant, plus 5–10% extras for last-minute changes. Keep the printed participant list at the registration desk.
- Plan coffee, tea, water, and catering around the confirmed attendance rather than the room capacity. Put cups, glasses, plates, cutlery, serving platters, and serving spoons out before food arrives.
- Allow at least 30 minutes before opening the room for equipment setup and testing. Check power strips and extension cords, place waste bins where people can see them, and test the microphone and portable speaker if they are needed.
Frequently asked questions
- What equipment do I need for a presentation workshop?
- At minimum, prepare a laptop, projector, projection screen, HDMI cable, matching HDMI adapter, power strips, and extension cords. Add a presentation clicker, portable speaker, or wireless microphone if the room is large or the facilitator will move around.
- How many chairs and tables do I need for a workshop?
- Plan one chair per confirmed participant, plus seats for the host and facilitator. Provide one usable work surface per participant where possible, and check the room capacity before confirming the layout or borrowing extra furniture.
- How many printed materials should I prepare?
- Print one worksheet and one name badge for every confirmed participant, then add 5–10% spare copies. Keep the participant list and extra badges at the registration desk for late changes.
- When should I test the presentation equipment?
- Complete a full equipment test at least 30 minutes before the room opens. Connect the actual laptop, projector, screen, HDMI cable, adapter, clicker, and audio equipment instead of checking each item separately.
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