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What you need for a programming workshop

Use this shopping list to prepare a programming workshop without missing the small items that cause delays. Plan one working laptop and charger per participant, then add spare equipment for failures and late arrivals. The technical setup also needs the right adapters, power distribution and a tested way to show demos. For catering, count tableware and drinks by attendee rather than buying one undifferentiated supply.

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What to bring

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

Furniture

  • Tablesqty 8
  • Chairsqty 32
  • Registration desk

Equipment

  • Laptopsqty 30
  • Laptop chargersqty 30
  • Projector
  • Projection screen
  • HDMI cablesqty 3
  • HDMI adaptersqty 4
  • Wireless presenter mouse
  • Wi-Fi router
  • Extension cordsqty 8
  • Power stripsqty 10
  • Cable traysqty 6
  • USB sticksqty 5
  • Power banksqty 4
  • Whiteboardsqty 2
  • Whiteboard markersqty 12
  • Whiteboard erasersqty 2

Tableware

  • Drinking glassesqty 40
  • Coffee cupsqty 35
  • Platesqty 40
  • Cutlery setsqty 40
  • Serving spoonsqty 6

Kitchen

  • Coffee machinesqty 2
  • Kettlesqty 2
  • Thermos flasksqty 4
  • Coolersqty 3
  • Cutting boardsqty 3
  • Serving plattersqty 8
  • Serving tongsqty 6
  • Water jugsqty 4

Decorations

  • Name badgesqty 35
  • Tableclothsqty 8
  • Directional signsqty 6

Cleaning

  • Waste binsqty 4
  • Hand brush and dustpanqty 2

Catering

  • Groceries
    • Coffee - 3 packs
    • Tea - 2 boxes
    • Sugar - 1 kilo
    • Milk - 6 liters
    • Oat milk - 3 liters
    • Lemons - 6 pieces
    • Spa Blauw - 6 bottles
    • Spa Red - 4 bottles
    • Cola - 4 bottles
    • Cola Zero - 4 bottles
    • Sinas - 3 bottles
    • Apple juice - 3 packs
    • Orange juice - 3 cartons
    • Sandwiches - 40 pieces
    • Whole grain bread - 4 loaves
    • Young cheese - 1,5 kilo
    • Aged cheese - 1 kilo
    • Vegetarian spread - 6 tubs
    • Hummus - 6 tubs
    • Chicken breast topping - 1 kilo
    • Ham - 1 kilo
    • Cream cheese - 6 tubs
    • Butter - 500 grams
    • Cucumbers - 6 pieces
    • Tomatoes - 2 kilos
    • Lettuce - 4 heads
    • Bell peppers - 8 pieces
    • Carrots - 2 kilo
    • Grapes - 2 kilos
    • Apples - 40 pieces
    • Bananas - 30 pieces
    • Paprika chips - 4 bags
    • Plain chips - 4 bags
    • Snacks - 3 bags
    • Cookies - 5 packs
    • Muesli bars - 40 pieces
    • Pasta - 3 kilos
    • Pasta sauce - 6 jars
    • Vegetarian meatballs - 2 kilos
    • Grated cheese - 1 kilo
    • Mixed salad - 2 kilos
    • Pesto - 3 jars
    • Olive oil - 1 bottle
    • Pepper - 1 can
    • Salt - 1 pack
    • Garlic powder - 1 canister
    • Mayonnaise - 2 bottles
    • Ketchup - 2 bottles
    • Napkins - 100 pieces
    • Paper towels - 4 rolls
    • Toilet paper - 24 rolls
    • Trash bags - 2 rolls
    • Dish soap - 2 bottles
    • All-purpose cleaner - 2 bottles
    • Glass cleaner - 1 bottle
    • Sponges - 6 pieces
    • Microfiber cloths - 10 pieces
    • Hand soap - 4 bottles

Tips

  • Plan one laptop, charger and workstation position per participant, plus at least one spare laptop and charger for the day. Check the chosen programming environment on every device before participants arrive.
  • Bring the projector, screen, HDMI cables and the adapters needed for the laptops in use. Pack one backup HDMI cable and adapter; discovering a missing connector during setup is a common delay.
  • Use one power strip for each group of nearby workstations and bring extension cords long enough to reach the room’s outlets. Add cable trays or another way to keep walkways clear.
  • For refreshments, provide one drinking glass per attendee, with extra glasses for staff and breakage. Count coffee cups, plates and cutlery for every person expected, not only those who registered early.
  • Pack name badges, USB sticks and power banks in the workshop supply box. These are easy to overlook because they are not part of the teaching materials, but they help with identification, file transfer and low-battery devices.

Frequently asked questions

How many laptops do I need for a programming workshop?
Plan one laptop per participant, including a charger for each device. Add at least one spare laptop and charger for a workshop of up to 20 people; larger groups should have two or more spares.
What cables and adapters are needed for a programming workshop?
Bring HDMI cables, the HDMI adapters required by the laptops, and at least one spare of each type in use. For up to 20 participants, pack at least two extension cords and two power strips, then add more based on the room layout.
How much tableware should I buy for a programming workshop?
Count one plate, one cutlery set, one coffee cup and one drinking glass per participant, plus 10% extra. For 20 people, that means 22 of each item unless the venue already supplies them.
When should I prepare the technical equipment for a programming workshop?
Install the software, run updates and test the demos at least 2 days before the workshop. Test the Wi-Fi, projector and presentation connections again on the day, before participants arrive.

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