Study day shopping list

A study day needs more than coffee and a projector. You need a clear registration point, working presentation equipment, materials for participants and enough food and tableware for the full programme. Use the plan below to check what must be bought, packed or confirmed before the venue opens. Order catering after registration closes, and allow extra time to test cables, adapters, microphones and power before the first session.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 50
Buffet tableqty 2
Clothes hangersqty 2

Equipment

Laptopqty 2
Projector
Projection screen
HDMI cableqty 3
HDMI adapterqty 3
Extension cordqty 4
Power stripqty 4
Wireless microphone
Speakerqty 2

Tableware

Coffee cupsqty 60
Glassesqty 60
Platesqty 60
Cutlery setsqty 60

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving traysqty 4
Serving spoonsqty 6
Bread knivesqty 2
Cutting boardsqty 3
Coolersqty 2

Registration

Name badgesqty 55
Badge holdersqty 55
Pensqty 60

Presentation

Notepadsqty 55
Flip chartqty 2
Flip chart sheetsqty 2
Markersqty 12
Worksheetsqty 55
Evaluation formsqty 55

Cleaning

Waste binsqty 4
Cleaning clothsqty 8
Dish brushesqty 2

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Sweetener - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Coffee milk - 2 bottles
- Spa Blauw - 6 bottles
- Spa Red - 4 bottles
- Cola - 3 bottles
- Cola Zero - 3 bottles
- Sinas - 2 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Croissants - 55 pieces
- Mini muffins - 60 pieces
- Wholemeal bread - 6 loaves
- White bread - 4 loaves
- Whole wheat rolls - 30 pieces
- White rolls - 30 pieces
- Young cheese - 1,5 kilo
- Aged cheese - 1 kilo
- Back ham - 1 kilo
- Chicken breast - 1 kilo
- Hummus - 1 kilo
- Cream cheese - 750 grams
- Peanut butter - 2 jars
- Jam - 2 jars
- Cucumber - 6 pieces
- Tomatoes - 2 kilos
- Lettuce - 4 heads
- Bell peppers - 8 pieces
- Apples - 60 pieces
- Bananas - 50 pieces
- Grapes - 4 kilos
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Nut mix - 2 kilo
- Muesli bars - 60 pieces
- Mayonnaise - 1 bottle
- Mustard - 1 jar
- Ketchup - 1 bottle
- Olive oil - 1 bottle
- Pepper - 1 jar
- Salt - 1 pack
- Napkins - 200 pieces
- Paper towels - 4 rolls
- Toilet paper - 24 rolls
- Garbage bags - 30 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Hand soap - 4 bottles
- Hand gel - 4 bottles

Tips

Plan coffee, tea and water for the arrival period first: allow about two to three drinks per person in the first hour, then refill during breaks.
Order lunch only after you have the final participant count and dietary requirements. Add roughly 5% extra portions so late confirmations or unexpected guests do not leave anyone without food.
Pack the presentation kit together: laptop, projector, screen, HDMI cable, adapter, extension cord and power strip. Test the exact connection at least one day before the study day.
Prepare one name badge, badge holder and pen for every participant, plus at least 5% spare badges. Keep the registration supplies at the entrance rather than in the main hall.
Count handouts and notepads against the latest participant list, then add 5% extra. Bring flip-chart supplies and serving utensils separately so they are easy to find during setup.

Frequently asked questions

How much coffee do I need for a study day?: Plan around 3 to 4 cups per person for a full study day, including arrival and breaks. For 30 participants, that means about 90 to 120 cups, plus extra tea and water.
How many name badges should I buy for a study day?: Prepare one badge and holder per registered participant, plus 5% spare. For 40 participants, pack at least 42 badges and holders.
When should I order catering for a study day?: Confirm catering after registrations and dietary requirements are closed, ideally 5 to 7 days before the event. Send the final headcount and dietary list to the caterer at the same time.
What presentation equipment do I need for a study day?: Bring a laptop, projector, projection screen, HDMI cable, the required HDMI adapter, extension cord and power strip. Test the complete setup at least 24 hours beforehand and keep a backup adapter available.

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