Trainer training shopping list

A trainer training day needs more than presentation slides and chairs. Plan the practical items that keep registration, exercises, catering, and presentations running without interruptions. This checklist covers room equipment, serving supplies, coffee and lunch service, name badges, and basic setup materials. Check quantities against your participant list, then add a small buffer for cups, glasses, plates, and printed materials so you are not shopping during the training.

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What to bring

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

Furniture

Training tablesqty 8
Chairsqty 36
Buffet tablesqty 3
Coat racksqty 2

Equipment

Laptopqty 2
Projector
Projection screen
Wireless microphoneqty 2
Speaker
Extension cordsqty 4
Power stripsqty 4
HDMI cablesqty 3
Presentation clickerqty 2

Tableware

Coffee cupsqty 40
Glassesqty 40
Platesqty 40
Cutlery setsqty 40
Serving plattersqty 8
Serving tongsqty 4

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Small bowlsqty 8
Serving spoonsqty 4

Decorations

Name badge holdersqty 36
Table runnersqty 8
Information boardsqty 4

Training

Flip chartsqty 3
Flipchart padsqty 6
Whiteboardqty 2
Whiteboard markersqty 20
Work foldersqty 36
Notepadsqty 36
Ballpoint pensqty 40
Markersqty 24
Sticky notesqty 12
Practice card setsqty 6
Certificate foldersqty 36

Cleaning

Waste binsqty 4
Dustpan and brushqty 2
Mop headsqty 2
Bucketsqty 2

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar sticks - 1 box
- Sweetener - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Flat mineral water - 24 bottles
- Sparkling mineral water - 12 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Orange juice - 6 liters
- Apple juice - 4 liter
- Croissants - 40 pieces
- Whole grain bread - 8 loaves
- White bread - 6 loaves
- Whole grain bake-off rolls - 40 pieces
- Kaiser rolls - 40 pieces
- Butter - 3 packs
- Young cheese - 2,5 kilogram
- Aged cheese - 1,5 kilogram
- Chicken breast topping - 1.5 kilograms
- Hummus - 1 kilogram
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Cucumber - 8 pieces
- Tomatoes - 2 kilograms
- Mixed green salad - 3 kilograms
- Cherry tomatoes - 2 kilograms
- Bell peppers - 12
- Red onion - 1 kilogram
- Canned corn - 6 cans
- Canned chickpeas - 6 cans
- Feta - 1 kilogram
- Grapes - 3 kilograms
- Apples - 36 pieces
- Bananas - 36 pieces
- Mandarins - 36 pieces
- Muesli bars - 40 pieces
- Whole grain cookies - 6 packs
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Mixed nuts - 2 kilograms
- Olive oil - 1 bottle
- Balsamic vinegar - 1 bottle
- Salt - 1 pack
- Black pepper - 1 jar
- Mayonnaise - 1 jar
- Mustard - 1 jar
- Ketchup - 1 bottle
- Vegetarian meal trays - 12 portions
- Hot meal trays - 28 portions
- Dessert portions - 36 pieces
- Napkins - 200 pieces
- Paper cups - 100 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Parchment paper - 1 roll
- Dish soap - 2 bottles
- Dishwasher tablets - 30 pieces
- Sponges - 6 pieces
- Paper towels - 6 rolls
- Cleaning wipes - 2 packs
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Trash bags - 40 pieces

Tips

Allow one chair and one training place per participant, plus a few spare chairs for trainers, supervisors, or late arrivals. Set out training tables so participants can write, use a laptop, and work in small groups.
For a full training day, plan at least two coffee or tea servings per person in the morning and another two in the afternoon. Keep extra cups, glasses, and teaspoons available because these are often used before the first break.
Test the laptop, projector, screen, microphone, speaker, HDMI cables, power strips, and extension cords before participants arrive. Bring a presentation clicker and keep one spare connection option available if the laptop setup changes.
Prepare one name badge holder and one information pack per attendee, then add about 10% extra for replacements and last-minute registrations. Put the badges at the reception desk so arrivals do not interrupt the opening session.
Confirm dietary requirements before ordering lunch and dinner, ideally at least one week ahead. Match serving platters, tongs, spoons, plates, cutlery, and glasses to the final headcount, with extra serving equipment for separate dietary dishes.

Frequently asked questions

What do I need for a trainer training day?: You need training tables, chairs, presentation equipment, power and connection cables, name badge holders, participant materials, and catering supplies. For a typical session, prepare one place per attendee plus roughly 10% spare badges, tableware, and printed materials.
How much coffee should I buy for trainer training?: Plan around four servings per person for a full day: two during the morning and two during the afternoon. Add 10% extra coffee, tea, cups, and hot-water capacity if the schedule includes long breaks or evening activities.
When should I order catering for trainer training?: Confirm the catering order at least one week before the training, after collecting registrations and dietary requirements. Reconfirm the final headcount and special meals two to three days before the event.
How many name badges and folders do I need?: Prepare one name badge and one work folder for every registered participant, trainer, and supervisor. Add 10% spare supplies, or at least two extra sets for a small group, to cover replacements and late registrations.

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