What you need for a story workshop

For a story workshop, most supplies are used during the writing rounds rather than at reception. Plan one notebook and ballpoint pen per participant, then add shared materials such as sticky notes, index cards and flip-chart markers. You will also need drinks and tableware for the breaks, plus presentation equipment if the programme includes slides. Check connections, consumables and dietary requirements before shopping; these are the items most often discovered too late.

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What to bring

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

Furniture

Chairsqty 36
Tablesqty 6
Reception desk
Coat racksqty 2

Equipment

Projector
Projection screen
Laptop
HDMI cable
Extension cordsqty 3
Power stripsqty 3
Portable speaker

Workshop materials

Flip chartsqty 3
Flip chart standsqty 3
Markersqty 6
Ballpoint pensqty 40
Notebooksqty 36
Name badgesqty 40
Sticky notesqty 6
Index cardsqty 4
Kitchen timersqty 2
Masking tapeqty 4
Scissorsqty 4
Staplersqty 2
Staplesqty 2

Tableware

Drinking glassesqty 40
Coffee mugsqty 40
Platesqty 40
Cutlery setsqty 40
Serving plattersqty 8
Pouring jugsqty 4

Catering

Thermos flasksqty 3
Coolersqty 2
Tableclothsqty 6
Groceries
- Coffee - 2 packs
- Tea bags - 4 boxes
- Sugar - 1 kilo
- Milk - 5 liters
- Oat milk - 3 liters
- Still mineral water - 24 bottles
- Sparkling mineral water - 12 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Lemons - 8 pieces
- Herbal tea - 2 boxes
- Cookies - 6 packs
- Brownies - 36 pieces
- Paprika chips - 3 bags
- Plain chips - 3 bags
- Mixed nuts - 2 bags
- Grapes - 3 kilos
- Apples - 36 pieces
- Cucumbers - 4 pieces
- Cherry tomatoes - 3 trays
- Carrots - 2 kilos
- Hummus - 4 tubs
- Cream cheese - 3 tubs
- Baguettes - 8 pieces
- Whole grain bread - 4 loaves
- Herb butter - 4 tubs
- Vegetable soup - 6 liters
- Tomato soup - 6 liters
- Pasta salad - 5 kilos
- Potato salad - 5 kilos
- Green salad - 5 kilos
- Fruit salad - 4 kilos
- Vegan sandwich spreads - 4 packs
- Paper napkins - 4 packs
- Paper towels - 4 rolls
- Trash bags - 2 rolls
- Toilet paper - 24 rolls
- Hand soap - 2 bottles
- Dish soap - 2 bottles
- Sponges - 6 pieces

Decorations

Room signsqty 4

Cleaning

Waste binsqty 4
Broom
Dustpan and brushqty 2
Mop and bucket
Cleaning clothsqty 8

Tips

Buy one notebook and one ballpoint pen per participant, plus a small reserve of at least 10% for lost or faulty items. Put them at each table before participants arrive.
Provide enough name badges for every registered participant and facilitator, and keep several blank badges at the reception desk for last-minute changes.
For each writing table, prepare sticky notes, index cards and access to scissors, masking tape and staplers. Check staples and marker ink at least one day before the workshop.
If coffee and tea are part of the welcome or break, match the number of coffee mugs, drinking glasses, plates and cutlery sets to the confirmed registrations, with 10% spare.
Test the projector, laptop, HDMI cable, extension cords and power strips together before opening the room. A portable speaker is useful when spoken instructions must reach the whole group.

Frequently asked questions

What stationery do I need for a story workshop?: Plan one notebook and one ballpoint pen per participant, plus at least 10% extra. For shared exercises, include sticky notes, index cards, flip-chart markers, masking tape, scissors, staplers and staples.
How many notebooks and pens should I buy per person?: Buy one notebook and one pen for every registered participant. Add 10% spare, so a group of 20 needs 22 notebooks and 22 pens.
What equipment is needed to show a presentation?: You need a projector, projection screen, laptop and HDMI cable. Test the complete setup at least one day before the workshop and bring extension cords and power strips for the room layout.
How much tableware do I need for a story workshop?: Count one coffee mug, drinking glass, plate and cutlery set per participant, then add 10% spare. For 20 participants, prepare 22 of each item and enough serving platters and pouring jugs for the planned drinks and food.

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