What to Buy for a Team Training Day

A team training day needs more than chairs and a meeting room. Plan supplies for registration, presentations, practical exercises, refreshments and participant comfort before the day starts. This checklist covers the equipment and consumables commonly needed for the training setup, including coffee, tea, snacks, tableware, name badges and activity materials. Check quantities against your participant list, training programme and venue before shopping.

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What to bring

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

Furniture

Chairsqty 24
Tablesqty 6
Buffet tableqty 2
Registration desk
Coat racksqty 2

Sports equipment

Training matsqty 20
Conesqty 20
Hoopsqty 8
Soft ballsqty 8
Elastic bandsqty 12
Blindfoldsqty 12

Equipment

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

Kitchen

Coffee maker
Kettlesqty 2
Coolersqty 3
Thermos flasksqty 3

Tableware

Glassesqty 30
Coffee cupsqty 30
Platesqty 30
Cutlery setsqty 30
Serving spoonsqty 6

Decorations

Name badge holdersqty 24
Flip chart sheetsqty 30
Markersqty 24
Sticky notesqty 12
Pensqty 30
A4 notepadsqty 24

Cleaning

Waste binsqty 4
Hand soap dispensersqty 2

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Tea assortment - 2 boxes
- Sugar - 1 kilo
- Sweetener - 1 box
- Milk - 4 liters
- Oat milk - 2 liter
- Lemons - 6 pieces
- Spa Blauw - 6 bottles
- Spa Red - 4 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Apple juice - 3 liters
- Orange juice - 3 liters
- Sports drink - 24 bottles
- Bananas - 24 pieces
- Apples - 24 pieces
- Grapes - 2 kilos
- Mandarins - 24 pieces
- Plain chips - 3 bags
- Paprika chips - 3 bags
- Tortilla chips - 3 bags
- Hummus - 4 tubs
- Cucumber - 6 pieces
- Carrots - 2 kilo
- Cherry tomatoes - 2 kilos
- Wholemeal bread - 6 loaves
- White rolls - 30 pieces
- Whole wheat wraps - 24 pieces
- Cheese - 2 kilos
- Ham - 1,5 kilo
- Chicken breast slices - 1.5 kilos
- Vegetarian spreads - 8 tubs
- Lettuce - 4 heads
- Tomatoes - 2 kilos
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Mustard - 1 jar
- Yogurt dressing - 2 bottles
- Vegetarian salad meal - 8 servings
- Chicken salad - 16 servings
- Pasta salad - 24 servings
- Baguettes - 6 pieces
- Herb butter - 6 tubs
- Brownies - 30 pieces
- Cookies - 4 packs
- Paper napkins - 200 pieces
- Paper towels - 4 rolls
- Toilet paper - 12 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- Cleaning spray - 2 bottles
- Sponges - 6 pieces
- Paper towel rolls - 4 rolls

Tips

Plan one name badge holder and one printed badge per participant, plus a few blank badges for late registrations or replacements. Set up the registration desk before people arrive.
For a full training day, allow at least one coffee or tea serving per person at the start, with extra cups, glasses, plates, cutlery and serving spoons available for catering and snacks.
Check the room’s power layout at least 2–3 days before training. Test the laptop, projector, projection screen and HDMI cable, and pack extension cords and power strips where sockets are not close to the tables.
Match practical activity equipment to the largest exercise group, not the total headcount. Count training mats, cones, hoops, soft balls, elastic bands and blindfolds before loading them for the venue.
Chill drinks and prepare snacks before participants arrive, then keep backup drinks in coolers or thermos flasks. Confirm dietary requirements before placing the catering order so suitable options are ready on the day.

Frequently asked questions

How many name badges do I need for team training?: Prepare one name badge holder and one printed badge per registered participant. Add 5–10% extra, or at least three spare badges, for last-minute attendees and replacements.
How much coffee and tea should I buy for a training day?: Plan for at least two hot-drink servings per person for a half-day session and three to four for a full day. Add roughly 10% extra cups and drinks so late arrivals and refills do not leave you short.
When should I check the training equipment?: Check the laptop, projector, screen, HDMI cable, speaker and power supplies 2–3 days before the session. Test the complete presentation setup again when you open the venue, before participants arrive.
What should I bring for team-building exercises?: Bring the listed activity equipment required by the programme, such as mats, cones, hoops, soft balls, elastic bands and blindfolds. Count it against the largest group size at least one day before training and pack a small amount of spare equipment where possible.

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