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What you need for a test day

A test day needs more than test materials and printed forms. You also need a reliable registration setup, enough writing supplies, presentation equipment, clear room signage, and catering items for breaks. This shopping list covers the practical supplies for participant check-in, test stations, group instructions, coffee and tea service, and room setup. Check quantities against your participant count before ordering, then allow time to print, charge, pack, and test everything.

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What to bring

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

Furniture

  • Tablesqty 8
  • Chairsqty 45
  • Registration desk
  • Waste binsqty 4

Tableware

  • Reusable coffee cupsqty 50
  • Reusable drinking glassesqty 50
  • Platesqty 50
  • Cutlery setsqty 50
  • Serving traysqty 4

Equipment

  • Laptopqty 3
  • Projector
  • Projection screen
  • Extension cordsqty 6
  • Power stripsqty 6
  • Charging cablesqty 8
  • Portable speakersqty 2

Office

  • Name badgesqty 50
  • Badge holdersqty 50
  • Clipboardsqty 45
  • Ballpoint pensqty 60
  • Notepadsqty 50
  • Test formsqty 100
  • Arrow stickersqty 30
  • Markersqty 10
  • Flip chart
  • Flipchart markersqty 8

Catering

  • Coffee machinesqty 2
  • Thermos flasksqty 4
  • Water dispensersqty 2
  • Coolersqty 3
  • Serving spoonsqty 6
  • Small bowlsqty 8

Cleaning

  • Washing-up tubsqty 2
  • Cleaning bucketsqty 2
  • Mopsqty 3
  • Broom and dustpanqty 2
  • Microfiber clothsqty 10

Groceries

  • Groceries
    • Coffee - 2 packs
    • Decaf coffee - 1 pack
    • Black tea - 1 box
    • Herbal tea - 1 box
    • Whole milk - 6 liters
    • Oat milk - 4 liters
    • Sugar - 1 kilo
    • Mints - 1 box
    • Spa Blauw - 6 bottles
    • Sparkling water - 4 bottles
    • Cola - 4 bottles
    • Cola Zero - 4 bottles
    • Sinas - 3 bottles
    • Apple juice - 4 packs
    • Orange juice - 4 cartons
    • Lemons - 8 pieces
    • Apples - 40 pieces
    • Bananas - 30 pieces
    • Grapes - 4 tubs
    • Plain chips - 4 bags
    • Paprika chips - 4 bags
    • Snack mix - 3 bags
    • Cookies - 5 packs
    • Muesli bars - 50 pieces
    • Mini cheese sandwiches - 30 pieces
    • Ham mini sandwiches - 30 pieces
    • Vegetarian mini sandwiches - 20 pieces
    • Vegan mini sandwiches - 10 pieces
    • Chicken wraps - 25 pieces
    • Vegetarian wraps - 15 pieces
    • Pasta salad - 4 kilo
    • Green salad - 3 kilos
    • Cherry tomatoes - 2 kilo
    • Cucumbers - 6 pieces
    • Mayonnaise - 1 bottle
    • Ketchup - 1 bottle
    • Mustard - 1 jar
    • Olive oil - 1 bottle
    • Salt - 1 pack
    • Pepper - 1 jar
    • Paper napkins - 100 pieces
    • Paper towels - 4 rolls
    • Toilet paper - 12 rolls
    • Trash bags - 2 rolls
    • Dish soap - 2 bottles
    • All-purpose cleaner - 2 bottles
    • Sponges - 6 pieces
    • Hand soap - 4 bottles

Tips

  • Prepare one clipboard, pen, notepad, and test form per participant, plus at least 10% extra for damaged or missing items. Keep the spare set at the registration desk.
  • Plan one name badge and badge holder per participant, and print the participant list before the day. Pack arrow stickers and markers together so room directions can be placed as soon as the venue opens.
  • Test the laptop, projector, projection screen, speakers, extension cords, power strips, and charging cables at least one day before the test. Bring one spare charging cable and check that every device can reach a power source.
  • For a coffee and tea break, provide reusable cups, drinking glasses, plates, cutlery, serving trays, coffee machines, thermos flasks, and water dispensers for the full group. Add coolers if drinks or food must stay chilled.
  • Place waste bins near the registration desk, catering area, and test rooms before participants arrive. Count tables and chairs by room, then reserve a separate table for registration and another for each test station.

Frequently asked questions

What do I need to buy for a test day?
You need test forms, clipboards, ballpoint pens, notepads, name badges, badge holders, and participant-list materials. Also prepare tables, chairs, registration furniture, presentation equipment, power accessories, catering supplies, tableware, and waste bins.
How many pens and test forms should I prepare per participant?
Prepare one pen and one test form per participant, plus at least 10% extra. For 30 participants, that means 33 pens and 33 forms so replacements are available immediately.
When should I check the test day equipment?
Check the laptop, projector, screen, speakers, cables, and power strips at least 24 hours before the event. Test the presentation in the actual room if possible, and charge all battery-powered equipment before opening the venue.
How much tableware do I need for a test day?
Provide one reusable coffee cup, drinking glass, plate, and cutlery set per participant, plus at least 10% extra. For 30 participants, prepare 33 of each item and enough serving trays for the planned catering.

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