What you need for a taster lesson day

A taster lesson day needs more than teaching materials. You will also need a clear check-in setup, drinks service, room equipment and enough basics for people moving between sample lessons. Buy or borrow the items early, especially projectors, speakers, practice mats and extra tables. Use the number of registered participants and the number of rooms to set quantities, then add a small buffer for late arrivals and shared equipment.

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What to bring

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

Furniture

Tablesqty 10
Chairsqty 60
Registration desk
Coat racksqty 2

Tableware

Coffee cupsqty 60
Glassesqty 60
Platesqty 60
Cutlery setsqty 60
Serving boardsqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Bluetooth speakersqty 2
Extension cordsqty 4
Power stripsqty 4
Flip chartqty 2
Projector

Kitchen

Thermos flasksqty 4
Serving jugsqty 4
Serving spoonsqty 6
Cutting boardsqty 2
Knivesqty 4
Serving tongsqty 4

Decorations

Balloonsqty 100
Buntingqty 8
Tableclothsqty 10
Name card holdersqty 60

Lighting

String lightsqty 4

Sports equipment

Sample lesson materialsqty 6
Practice matsqty 20
Demonstration materialsqty 6

Cleaning

Bucketsqty 2
Mopsqty 2
Broom and dustpanqty 2

Catering

Coffee and teapotsqty 4
Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 packs
- Mints - 1 box
- Milk - 8 liters
- Oat milk - 3 liters
- Mineral water - 8 bottles
- Sparkling water - 6 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Lemons - 8 pieces
- Apples - 5 kilograms
- Bananas - 3 kilograms
- Grapes - 3 kilograms
- Cucumbers - 4 pieces
- Cherry tomatoes - 2 kilograms
- Carrots - 2 kilogram
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 4 bags
- Salsa - 4 jars
- Salty sticks - 4 bags
- Mixed nuts - 2 kilograms
- Mini sandwiches - 120 pieces
- Wraps - 40 pieces
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Cheese - 3 kilograms
- Turkey breast - 2 kilograms
- Vegetarian spread - 6 tubs
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Gluten-free crackers - 3 packs
- Vegan cookies - 3 packs
- Cookies - 6 packs
- Brownies - 60
- Napkins - 300 pieces
- Paper cups - 100 pieces
- Paper Plates - 100 pieces
- Stir sticks - 200 pieces
- Aluminum foil - 1 roll
- Cling film - 1 roll
- Paper towels - 6 rolls
- Trash bags - 3 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 6 pieces
- Toilet paper - 24 rolls

Tips

Prepare one name badge and one printed attendance-list position for every registered participant, plus at least 10% extra badges for walk-ins or spelling changes.
Plan around two cups per participant for the day if you are serving coffee, tea and water. Have one glass per person available at the drinks area, with extra glasses for the busiest changeover.
Allow one table for registration and one table per teaching room where materials need to be laid out. Keep at least one spare table available for shared teaching equipment or refreshments.
Check every room’s power needs at least one day before the event. Bring enough extension cords and power strips for the projector, Bluetooth speaker, coffee machine and kettle without creating cables across walkways.
Pack sample lesson materials and practice mats by room, not in one central box. Label each set before setup so supervisors can reset rooms quickly between lessons.

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, then add 10% spare badges. For 50 registered participants and 8 staff members, prepare at least 64 badges.
How much coffee and tea should I buy for a taster lesson day?: Use the participant count and plan roughly two hot drinks per person for a half-day session. For 40 participants and 6 staff members, plan for about 92 servings, including a 10% buffer.
How many chairs and tables are needed for a taster lesson day?: Provide one chair for each person expected in a room, plus 10% spare seating where space allows. Set aside one registration table, one refreshments table and at least one working table in each lesson room.
When should I check the projector, speakers and power cables?: Test all equipment at least one day before the event, then test it again during room setup. Check each room separately because a working projector or speaker may still be missing the right cable or a nearby power socket.

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