What you need for project management training

A project management training day needs more than slides and a room. You will need equipment that works together, printed materials for each participant, supplies for practical assignments, and enough tableware for breaks and catering. Use the confirmed participant list to calculate quantities: prepare one folder, notepad, pen and name badge per person, plus a small surplus for late registrations or damaged items. Check cables, adapters and power access before the training day.

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What to bring

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

Furniture

Tablesqty 6
Chairsqty 24
Registration desk
Trainer table
Stoolsqty 4

Equipment

Laptop
Projector
Projector screen
HDMI cableqty 2
HDMI adapterqty 2
Extension cordsqty 3
Power stripsqty 3
Wireless presenter
Bluetooth speaker

Presentation

Flip chartqty 2
Flip chart paperqty 2
Whiteboard
Whiteboard markersqty 8
Pensqty 25
Notepadsqty 25
Name badgesqty 25
Foldersqty 25
Printer paperqty 250
Sticky notesqty 10
Paper tapeqty 4

Tableware

Coffee cupsqty 30
Glassesqty 30
Platesqty 30
Cutlery setsqty 30
Serving plattersqty 8

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 2
Serving utensilsqty 8

Cleaning

Waste binsqty 3
Trash bag holdersqty 3
Hand soap dispensersqty 2
Washing-up tubsqty 2
Cleaning clothsqty 6

Groceries

Groceries
- Coffee beans - 3 kilo
- Black tea - 100 tea bags
- Herbal tea - 40 bags
- Semi-skimmed milk - 8 liters
- Oat milk - 3 liters
- Sugar - 1 kilo
- Mints - 1 box
- Spa Blauw - 40 bottles
- Sparkling water - 12 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Orange juice - 6 liters
- Apple juice - 4 liter
- Lemons - 8 pieces
- Sandwiches - 50 pieces
- Whole wheat bread - 5 loaves
- Wraps - 30 pieces
- Young cheese - 2 kilos
- Aged cheese - 1.5 kilos
- Chicken breast topping - 1 kilo
- Hummus - 1 kilo
- Cream cheese - 750 grams
- Peanut butter - 2 jars
- Jam - 2 jars
- Butter - 500 grams
- Cucumbers - 6 pieces
- Tomatoes - 2 kilos
- Lettuce - 6 heads
- Bell peppers - 12 pieces
- Arugula - 500 grams
- Olives - 3 jars
- Pasta salad - 3 kilos
- Potato salad - 3 kilos
- Vegetarian quiche - 4 pieces
- Chicken soup - 5 liters
- Vegetable soup - 5 liters
- Croutons - 3 bags
- Paprika chips - 3 bags
- Plain chips - 3 bags
- Mixed nuts - 1 kilo
- Apples - 25 pieces
- Bananas - 20 pieces
- Grapes - 3 kilos
- Cookies - 6 packs
- Brownies - 30 pieces
- Mayonnaise - 2 bottles
- Mustard - 2 jars
- Pesto sauce - 3 jars
- Ketchup - 2 bottles
- Salt - 1 pack
- Pepper - 1 jar
- Olive oil - 1 bottle
- Napkins - 100 pieces
- Paper towels - 4 rolls
- Toilet paper - 24 rolls
- Garbage bags - 30 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Hand gel - 3 bottles

Tips

Prepare one folder, notepad, pen, name badge and set of handouts for every confirmed participant. Add 5–10% extra copies so a late attendee or misplaced pack does not interrupt registration.
Test the laptop, projector, screen, HDMI cable and any adapter together at least one working day before training. Keep a spare HDMI adapter and extension cord available, because incompatible connections are easy to discover too late.
For practical assignments, allow at least 3–5 sticky notes per participant and provide paper tape for posting group work. Put the supplies on the tables before participants arrive rather than handing them out during the exercise.
Set out one coffee cup, glass, plate and cutlery set per expected guest, then add roughly 10% extra. Serving platters and a separate registration desk are often forgotten when catering is ordered through an external supplier.
Bring enough flip chart paper and markers for the planned group work, not just the presentation. A useful minimum is one flip chart pad and two working markers per active group, with replacements checked before the room opens.

Frequently asked questions

What stationery do I need for project management training?: Prepare one pen, notepad, folder, name badge and handout set per participant. Add 5–10% extra copies and supplies for last-minute attendees or damaged materials.
How many HDMI adapters and extension cords should I bring?: Bring the adapter required by the training laptop plus one spare, and at least one extension cord and power strip for each separate equipment area. Test every connection at least one working day beforehand.
How much tableware do I need for a project management training day?: Count one coffee cup, glass, plate and cutlery set per participant and add about 10% extra. Include serving platters if catering arrives without them, and confirm quantities after registrations close.
When should I prepare the training materials?: Print and assemble the participant packs at least one working day before the session. Check the final participant list first, then prepare 5–10% spare packs and place stationery at the tables before the room opens.

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