What you need for a speaking workshop
A speaking workshop needs more than a laptop and a projector. Participants need clear work materials, writing supplies, name badges and reliable presentation equipment, while the coffee station and catering need their own serving items. Use this shopping list to prepare the room, registration desk and presentation area without last-minute trips to the store. Check quantities against your final registration list, then add a small buffer for damaged materials, late arrivals and unexpected guests.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 8
- Chairsqty 45
- Buffet tablesqty 2
- Reception desk
Equipment
- Laptop
- Projector
- Projection screen
- HDMI cable
- HDMI adapter kit
- Portable speaker
- Wireless microphone
- Power stripsqty 3
- Extension cordsqty 3
Presentation materials
- Flip chartsqty 3
- Flip chart paperqty 3
- Whiteboard
- Whiteboard markersqty 2
- Markersqty 12
- Ballpoint pensqty 50
- Notepadsqty 45
- Worksheetsqty 50
- Name badgesqty 50
- Marker holdersqty 6
Tableware
- Coffee cupsqty 50
- Water glassesqty 50
- Dinner platesqty 50
- Cutlery setsqty 50
- Serving plattersqty 8
- Serving tongsqty 6
- Coffee potsqty 3
- Water jugsqty 6
Kitchen
- Coolersqty 3
- Thermos flasksqty 4
- Serving spoonsqty 6
- Cutting boardsqty 2
- Bread knivesqty 2
- Aluminum foilqty 2
- Food storage containersqty 8
Decorations
- Tableclothsqty 8
- Table signsqty 8
Catering
- Groceries
- Coffee beans - 2 packs
- Tea bags - 100 pieces
- Cocoa powder - 1 tin
- Sugar - 2 packs
- Milk - 6 liters
- Oat milk - 3 liters
- Still mineral water - 12 bottles
- Sparkling mineral water - 12 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Orange juice - 6 cartons
- Apple juice - 4 packs
- Lemons - 10 pieces
- Herbal tea - 2 boxes
- Wraps - 60 pieces
- Whole grain bread - 8 loaves
- White pistolets - 50 pieces
- Hummus - 2 kilograms
- Cream cheese - 1 kilogram
- Young cheese - 2 kilograms
- Smoked chicken breast - 2 kilograms
- Vegetarian falafel - 2 kilograms
- Cucumber - 8 pieces
- Tomatoes - 3 kilograms
- Bell peppers - 2 kilograms
- Arugula - 6 bags
- Mixed salad - 4 kilograms
- Olives - 2 jars
- Pesto sauce - 2 jars
- Mayonnaise - 1 bottle
- Mustard - 1 bottle
- Ketchup - 1 bottle
- Balsamic vinegar - 1 bottle
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Mixed nuts - 2 kilograms
- Grapes - 3 kilograms
- Apples - 40 pieces
- Bananas - 30 pieces
- Mini muffins - 60 pieces
- Cookies - 4 packs
- Napkins - 200 pieces
- Paper cups - 100 pieces
- Skewers - 100 pieces
- Trash bags - 2 rolls
- Paper towels - 4 rolls
- Dish soap - 1 bottle
- All-purpose cleaner - 1 bottle
- Toilet paper - 24 rolls
Cleaning
- Waste binsqty 4
- Cleaning bucketsqty 2
- Cleaning clothsqty 8
- Broom
- Dustpan and brush
- Mop
Tips
- Prepare one worksheet, notepad and ballpoint pen per participant, plus 5–10% extra. Extra copies are useful when someone spills coffee on a worksheet or joins after registration closes.
- Allow one name badge and marker for every attendee, and prepare at least 5% more badges than your confirmed registrations. Keep the spare badges at the reception desk rather than packing them with the presentation materials.
- Test the laptop, projector, screen, HDMI cable and adapter kit at least 24 hours before the workshop. Bring power strips and extension cords long enough to reach the presentation area without creating a trip hazard.
- For a full-day workshop, plan coffee cups and water glasses for each participant, then add roughly 10% extra. Set up coffee pots and serving items before doors open so registration does not compete with drink service.
- Count tables and chairs from the room layout, not from the venue’s standard capacity. Leave a clear presentation area and place flip charts, paper, markers and the whiteboard where participants can reach them during exercises.
Frequently asked questions
- What do I need to bring to a speaking workshop?
- Bring presentation equipment, flip charts or a whiteboard, worksheets, notepads, pens, markers and name badges. For the room and refreshments, plan tables, chairs, coffee service, water glasses and serving items for the full participant count, plus 5–10% spare materials.
- How many worksheets and pens do I need for a workshop?
- Prepare one worksheet, notepad and ballpoint pen per registered participant, then add 5–10% extra. For 20 participants, that means 21–22 sets so late registrations and replacements are covered.
- What presentation equipment is needed for a speaking workshop?
- Use a laptop, projector, projection screen, HDMI cable, HDMI adapter kit, power strips and extension cords. Test every connection at least 24 hours beforehand and bring a portable speaker or wireless microphone if the room is large or noisy.
- How much coffee and tableware should I prepare?
- Prepare coffee cups and water glasses for every participant, with about 10% extra. Include coffee pots, serving platters, serving tongs, dinner plates and cutlery sets when food or snacks are being served.
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