What to bring to a social media workshop

A social media workshop needs more than a laptop and a presentation. Plan for one participant laptop per attendee, plus reliable power, adapters, and a tested internet connection. Drinks and snacks keep the group focused during exercises, while name badges, folders, and clear signs make registration run smoothly. Use this shopping list to check the room before participants arrive and to avoid last-minute trips for cables, cups, or basic serving supplies.

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What to bring

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

Furniture

Chairsqty 45
Tablesqty 8
Registration desk
Coat racksqty 2

Equipment

Projector
Projection screen
Presentation laptop
Participant laptopsqty 8
Portable speaker
HDMI adaptersqty 3
Extension cordsqty 4
Power stripsqty 6
Wi-Fi booster
Flip chart
Whiteboard

Kitchen

Coolersqty 3

Tableware

Reusable cupsqty 50
Platesqty 50
Cutlery setsqty 50
Serving plattersqty 8
Coffee cupsqty 30
Coffee potsqty 3
Water jugsqty 4

Decorations

Name badge holdersqty 45
Tableclothsqty 8
Welcome sign
Route signsqty 3

Lighting

Atmosphere lightsqty 4

Cleaning

Waste binsqty 4
Dish brushesqty 2
Microfiber clothsqty 8

Catering

Groceries
- Coffee beans - 2 kg
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 1 kg
- Semi-skimmed milk - 6 liters
- Oat milk - 4 liters
- Still water - 12 bottles
- Sparkling water - 12 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Orange juice - 6 liters
- Apple juice - 4 liter
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Tortilla chips - 4 bags
- Hummus - 1,5 kg
- Salsa sauce - 3 jars
- Cucumbers - 6 pieces
- Cherry tomatoes - 2 kg
- Carrots - 2 kg
- Grapes - 3 kg
- Apples - 45 pieces
- Mini wraps - 100 pieces
- Whole grain bread - 8 loaves
- White rolls - 50 pieces
- Young cheese - 2 kg
- Herb cream cheese - 1.5 kg
- Plain hummus - 1.5 kg
- Chicken Breast Topping - 1,5 kg
- Smoked tofu - 1 kg
- Lettuce - 6 heads
- Tomatoes - 3 kg
- Cucumber - 6 pieces
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Olive oil - 1 bottle
- Salt - 1 pack
- Pepper - 1 jar
- Butter - 500 grams
- Cookies - 5 packs
- Muesli bars - 50 pieces
- Napkins - 100 pieces
- Paper snack trays - 60 pieces
- Trash bags - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Hand soap - 3 bottles
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles

Tips

Bring one HDMI adapter for each laptop connection you expect to use, plus at least one spare. Check the presentation laptop and projector together before the workshop, not just separately.
Provide one reusable cup and one coffee cup per participant, then add 10% extra for speakers, helpers, and replacements. Set out water jugs before registration opens.
Prepare one name badge holder and one participant folder for every registered attendee, with at least 5 extra badges for walk-ins or damaged labels.
Count power strips and extension cords by table rather than by room. Every participant laptop should reach a power source without cables crossing the main walking route.
Buy snacks that cover the whole group and match the dietary requirements collected during registration. Put out plates, cutlery, and serving platters before the first exercise starts.

Frequently asked questions

What equipment do I need for a social media workshop?: Plan for a presentation laptop, projector, projection screen, participant laptops, and a portable speaker if the room is large. Bring HDMI adapters, extension cords, power strips, and a Wi-Fi booster when the signal is uncertain. Test everything at least one day before the workshop.
How many cups and drinks should I buy for a workshop?: Allow two to three drinks per person for the first hour, then about one drink per person for each additional hour. Buy at least one reusable cup per attendee and add 10% extra for speakers, helpers, and spills.
How many name badges and folders do I need?: Prepare one name badge holder and one participant folder for each registered participant, plus 5% to 10% extra. For 30 attendees, that means 32 to 33 sets so late registrations or replacements do not cause a delay.
When should I buy supplies for a social media workshop?: Buy non-perishable supplies, adapters, badges, and stationery at least 5 days ahead. Purchase drinks, snacks, and other fresh items 1 to 2 days before the workshop, after dietary requirements are confirmed.

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