What you need for a teambuilding workshop for 30

For a teambuilding workshop with 30 participants, plan your shopping around three areas: workshop materials, shared catering and reliable room equipment. Buy or bring supplies before the final setup day, when missing markers, name badges or extension cords are easy to overlook. Check the confirmed headcount before ordering food, and allow extra drinks for the first hour and breaks. The list below covers the physical items needed to welcome participants, run activities and serve food and drinks.

Organize this event for free with Lizzt

What to bring

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

Furniture

Tablesqty 6
Chairsqty 36
Buffet tablesqty 2
Registration desk
Coat racksqty 2

Tableware

Coffee cupsqty 36
Water glassesqty 36
Platesqty 36
Cutlery setsqty 36
Serving plattersqty 8
Serving spoonsqty 8

Equipment

Projector
Projection screen
Laptop
Portable speaker
Wireless microphone
Extension cordsqty 4
Power stripsqty 4

Workshop materials

Flip chartqty 2
Flip chart paperqty 4
Markersqty 30
Sticky notesqty 12
A4 paperqty 200
Pensqty 36
Ropeqty 2
Ballsqty 6
Blindfoldsqty 15
Name badgesqty 36

Decorations

Tableclothsqty 6
Welcome sign
Balloonsqty 30

Lighting

Atmosphere lightsqty 6

Kitchen

Coffee makerqty 2
Kettlesqty 2
Coolersqty 3
Thermos flasksqty 4

Cleaning

Waste binsqty 4
Bucketsqty 2
Floor squeegeesqty 2

Catering

Groceries
- Coffee - 2 packs
- Tea - 3 boxes
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 3 liters
- Lemon juice - 1 bottle
- Still water - 12 bottles
- Sparkling water - 12 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Ice cubes - 6 bags
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Salted nuts - 3 bags
- Olives - 3 jars
- Cucumber - 6 pieces
- Cherry tomatoes - 2 kilos
- Carrots - 2 kilo
- Bell peppers - 12
- Grapes - 3 kilos
- Apples - 30 pieces
- Bananas - 30 pieces
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Herb butter - 4 tubs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Wraps - 60 pieces
- Whole grain bread - 8 loaves
- Baguettes - 10 pieces
- Rice salad - 5 kilo
- Pasta salad - 5 kilos
- Mixed salad - 4 kilos
- Cheese slices - 2 kilos
- Hummus wraps - 30 pieces
- Chicken breast slices - 2 kilos
- Falafel - 2 kilos
- Yogurt dressing - 3 bottles
- Pesto dressing - 2 bottles
- Potato salad - 4 kilos
- Vegetarian quiche - 6 pieces
- Mini meatballs - 3 kilo
- Vegetarian meatballs - 2 kilos
- Dipping sauce - 4 containers
- Brownies - 40 pieces
- Vegan muffins - 30 pieces
- Whipped cream - 3 cans
- Napkins - 200 pieces
- Coffee filters - 2 packs
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Garbage bags - 30 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Cleaning sponges - 2 packs

Tips

Prepare at least 30 name badges, plus 3 to 5 spares, and place them at the registration desk before participants arrive. Keep pens nearby so people can correct a name or add a preferred version.
For 30 people, provide one water glass and one coffee cup per person, then add at least 5 extra of each for break-time turnover. Match plates, cutlery sets and serving utensils to the catering format rather than assuming the venue supplies them.
Bring a complete backup for workshop writing: at least 2 flip charts, several packs of flip chart paper, 40 or more pens, and enough sticky notes and A4 paper for every team. Pack these separately from the activity equipment so they are easy to check.
Test the projector, laptop, speaker and wireless microphone in the room before the workshop starts. Bring extension cords and power strips long enough to reach the workshop stations without creating trip hazards.
Set aside rope, balls and blindfolds in clearly labelled activity kits before opening the venue. This prevents the facilitator from searching through shopping bags while the teams are already waiting.

Frequently asked questions

How much catering do I need for a teambuilding workshop for 30 people?: Order food for the confirmed headcount of 30, with a small margin for late additions if your caterer allows it. Collect dietary requirements before placing the order and keep labelled alternatives separate from the main buffet.
How many drinks should I buy for 30 workshop participants?: Plan two to three drinks per person for the first hour, which means roughly 60 to 90 drinks for 30 people, then add drinks for the planned breaks. Chill part of the supply before opening the venue and keep water available throughout the workshop.
How many workshop materials do I need for 30 people?: Prepare materials for the actual team size, not only the participant count: allow one working set of paper, pens and sticky notes per team, plus at least 10% spare. Bring extra flip chart paper and markers because these are commonly used faster than expected.
When should I buy and check the workshop supplies?: Buy non-perishable materials at least 3 to 5 days before the workshop and check them against the plan. Test the projector, microphone and speaker no later than the day before, then do a final count of badges, tableware and activity materials during setup.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.