What to buy for a taster lesson day

A taster lesson day needs more than the equipment used in the classes. Plan the welcome desk, refreshments, room setup and participant check-in before you shop. You may need coffee and tea supplies, chilled drinks, serving items, name badges, printed programs and clear wayfinding signs. Match each class to its equipment, such as practice mats, Pilates balls, resistance bands, sticks or cones, and check quantities against the final registrations.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Bar stoolsqty 6
Clothes racksqty 2
Waste binsqty 6

Tableware

Coffee cupsqty 60
Water glassesqty 60
Platesqty 60
Cutlery setsqty 60
Pitcherqty 4

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Extension cordsqty 4
Power stripsqty 4
Bluetooth speakersqty 2
Microphone

Sports equipment

Practice matsqty 20
Pilates ballsqty 12
Resistance bandsqty 20
Practice sticksqty 12
Conesqty 20
Towelsqty 30

Decorations

Name badgesqty 70
Program flyersqty 80
Wayfinding signsqty 8
Tableclothsqty 8

Lighting

LED lampsqty 6

Office

Clipboardsqty 6
Pensqty 30
Markersqty 12
Tapeqty 4
Writing paperqty 200
Envelopesqty 80

Catering

Thermos flasksqty 4
Drink dispensersqty 3
Groceries
- Coffee - 4 packs
- Tea - 4 boxes
- Sugar - 2 packs
- Milk - 8 liters
- Oat milk - 4 liters
- Mineral water - 60 bottles
- Sparkling water - 24 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange juice - 8 packs
- Apple juice - 6 packs
- Lemons - 12 pieces
- Cookies - 8 packs
- Whole grain crackers - 6 packs
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Tortilla chips - 4 bags
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Young cheese - 2 kilograms
- Chicken breast slices - 1 kilogram
- Cucumbers - 8 pieces
- Cherry tomatoes - 2 kilograms
- Carrots - 2 kilogram
- Bell peppers - 12 pieces
- Grapes - 3 kilograms
- Apples - 60 pieces
- Bananas - 40 pieces
- Mixed nuts - 2 kilograms
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Napkins - 300 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Hand soap - 4 bottles
- Paper hand towels - 6 packs

Cleaning

Broomqty 2
Mopqty 2
Bucketsqty 2

Tips

Buy drinks and serving supplies for the full attendance, not just the expected first arrivals. For coffee and tea, allow at least 2 hot drinks per person across the day and keep extra cups available.
Prepare one name badge and one program flyer per participant, plus at least 10% extra for last-minute registrations, damaged copies and staff.
Check every taster lesson against its equipment before shopping. Count practice mats, Pilates balls, resistance bands, practice sticks and cones by class size, then add a small spare set where equipment is shared.
Do not leave power and sound items until the event morning. Bring the required extension cords and power strips, and test Bluetooth speakers or the microphone in each teaching room before participants arrive.
Pack the reception supplies separately so they are easy to find: attendance lists, clipboards, pens, name badges and route or wayfinding signs should be ready before the doors open.

Frequently asked questions

How many name badges do I need for a taster lesson day?: Prepare one badge for every registered participant, teacher and supervisor. Add at least 10% extra; for 40 registered participants and 6 staff, that means 51 badges.
How much coffee and tea should I buy for a taster lesson day?: Allow 2 hot drinks per person for a half-day program and 3 per person for a full day. For 40 people, plan for 80 to 120 servings, with extra coffee cups, water glasses and milk or sugar if used.
How many program flyers and signs should I print?: Print one program flyer per participant and add 10% extra. Prepare one wayfinding sign for each decision point on the route, plus one at the entrance and one at the reception desk.
When should I check the taster lesson equipment?: Complete the first equipment check at least 3 days before the event, then repeat it after shopping and collection. Do a final room-by-room check on the day before participants arrive.

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