What to Buy for a Study Day

A study day needs more than coffee and a projector. Plan supplies for registration, lectures, workshops and the coffee break, including presentation backups and enough tableware for the full group. Use the number of registered attendees as your starting point, then add a small buffer for drinks, printed materials and name badges. Check dietary requirements before placing the catering order, because special meals are easy to miss when confirmed at the last minute.

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What to bring

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

Furniture

Tablesqty 12
Chairsqty 70
Registration desk
Buffet tablesqty 3
Waste binsqty 6

Equipment

Laptopsqty 2
Projectorsqty 3
Projection screensqty 3
HDMI cablesqty 4
HDMI adaptersqty 4
Wireless presentation set
Portable speakersqty 2
Microphonesqty 2
Power stripsqty 6
Extension cordsqty 6

Tableware

Platesqty 75
Bowlsqty 75
Glassesqty 80
Mugsqty 70
Cutlery setsqty 75

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 3
Serving traysqty 6
Serving spoonsqty 8
Cutting boardsqty 3
Chef’s knives and bread knivesqty 4

Decorations

Name badgesqty 70
Table signsqty 8
Directional signsqty 8
Flip chartsqty 4
Markersqty 24
Tapeqty 6
Pensqty 80
Notepadsqty 70

Cleaning

Trash binsqty 6
Bucketsqty 2
Mopsqty 2
Broom and dustpanqty 2
Cleaning glovesqty 6

Catering

Groceries
- Coffee - 2 kilos
- Tea assortment - 200 bags
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Honey - 2 jars
- Spa Blauw - 8 bottles
- Sparkling water - 6 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Lemons - 12 pieces
- Apples - 70 pieces
- Bananas - 60 pieces
- Grapes - 5 kilos
- Cucumbers - 8 pieces
- Cherry tomatoes - 4 kilos
- Carrots - 3 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Hummus - 2 kilos
- Salsa - 4 jars
- Mini wraps - 150 pieces
- Whole wheat bread - 12 loaves
- White rolls - 80 pieces
- Cheese slices - 3 kilos
- Chicken breast slices - 2 kilos
- Egg salad - 2 kilo
- Vegan spread - 2 kilos
- Herb cream cheese - 1.5 kilos
- Lettuce - 8 heads
- Tomatoes - 4 kilos
- Cucumber salad - 3 kilos
- Pasta salad - 8 kilo
- Green salad - 5 kilos
- Vegetarian quiche - 12 pieces
- Chicken quiche - 12 pieces
- Vegan meal trays - 8 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Salt - 1 pack
- Pepper - 1 can
- Olive oil - 1 bottle
- Napkins - 400 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Hand soap - 4 bottles
- Hand sanitizer - 4 bottles

Tips

Plan two to three drinks per person for the first hour, then about one drink per person for each additional hour. Include water, coffee and tea, and keep extra drinks ready for a late refill.
Order one meal or snack portion per registered attendee, plus roughly 5% extra. Confirm dietary requirements at least 5 working days before the study day so diet meals are included in the delivery.
Prepare one name badge for every participant, speaker and guide, plus 5 spare badges. Pack the badges, table signs and participant list together for the registration desk.
Bring one HDMI cable, one HDMI adapter and one power strip for each presentation setup, with at least one spare adapter and extension cord. Test every laptop, projector, screen and microphone before participants arrive.
Allow one mug and glass per person during the busiest break, then add 10% extra tableware. Set out waste bins near the coffee station and buffet tables so break rooms do not fill up with used plates and cups.

Frequently asked questions

How much coffee do I need for a study day?: Plan about 3 to 4 cups per person for a full study day, depending on the length and number of breaks. For 30 attendees, that means roughly 90 to 120 cups, plus tea and water.
How many name badges should I buy for a study day?: Buy one badge for every expected participant, speaker and guide, plus 5 to 10% spare. For 40 people, prepare at least 42 to 44 badges.
What presentation equipment do I need for a study day?: For each presentation room, prepare a laptop, projector, projection screen, HDMI cable, compatible adapter and power strip. Add an extension cord and at least one spare adapter, and test the setup on the day before or several hours before opening.
When should I order catering for a study day?: Confirm the catering order at least 5 working days in advance, including dietary requirements and the delivery time. Recheck the final attendee count and diet meals 1 to 2 days before the event.

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