What you need for a Training Day

A Training Day needs more than handouts and a projector. You will need a reliable registration setup, presentation equipment, writing materials, serving items, and a way to prepare coffee, tea, drinks, and catering. Check quantities against your participant list and dietary requirements before shopping. Arrange hired equipment and venue essentials early, then pack cables, markers, and tableware together so they are ready to bring to the venue.

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What to bring

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

Furniture

Chairsqty 45
Tablesqty 8
Registration desk
Coat racksqty 2

Equipment

Laptop
Projector
Projection screen
HDMI cableqty 2
Extension cordsqty 4
Power stripsqty 4
Portable speaker
Flipchart standsqty 2

Office supplies

Flipchart padsqty 3
Whiteboard markersqty 12
Color markersqty 24
Pensqty 50
Sticky notesqty 10
Writing foldersqty 45
Document foldersqty 45

Tableware

Coffee cupsqty 50
Drinking glassesqty 50
Platesqty 50
Cutlery setsqty 50
Serving traysqty 6

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Food warmersqty 4
Cutting boardsqty 3
Kitchen knivesqty 3
Serving spoonsqty 6

Cleaning

Washing-up bowlsqty 2
Dish brushesqty 2
Cleaning clothsqty 8
Bucketsqty 2
Floor squeegeesqty 2
Vacuum cleaner

Lighting

Standing lampsqty 2

Catering

Groceries
- Coffee beans - 2 kilos
- Black tea - 3 boxes
- Herbal tea - 2 boxes
- Sugar - 1 kilo
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 10 pieces
- Spa Blue - 48 bottles
- Sparkling water - 12 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Orange juice - 8 liters
- Apple juice - 4 liter
- Herbal tea with honey - 1 jar
- Whole grain bread - 8 loaves
- Wraps - 60 pieces
- Young cheese - 2 kilos
- Hummus - 2 kilos
- Chicken breast slices - 1.5 kilos
- Egg salad - 1.5 kilos
- Mixed salad - 2 kilos
- Cucumbers - 8 pieces
- Tomatoes - 3 kilos
- Bell peppers - 2 kilos
- Red onions - 1 kilo
- Olives - 1 kilo
- Feta - 1 kilo
- Mayonnaise - 1 bottle
- Mustard - 1 bottle
- Ketchup - 1 bottle
- Olive oil - 1 bottle
- Balsamic vinegar - 1 bottle
- Pasta - 4 kilo
- Pasta sauce - 5 liters
- Chicken breast - 3 kilo
- Falafel - 2 kilos
- Grated cheese - 1,5 kilos
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Grapes - 4 kilos
- Apples - 40 pieces
- Cookies - 6 packs
- Chocolate bars - 40 pieces
- Napkins - 200 pieces
- Paper towels - 6 rolls
- Paper towels - 4 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Hand soap - 4 bottles
- Hand sanitizer - 4 bottles
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Diet-friendly wraps - 10 pieces

Tips

Plan one chair and one writing space per participant, plus a registration desk and enough room for coat racks. Confirm the final attendance list before ordering catering or setting the room layout.
Test the laptop, projector, projection screen, HDMI cable, speaker, extension cords, and power strips at least one day before the Training Day. A missing adapter or short cable is difficult to replace once setup has started.
Allow at least one pen and one folder per participant, with spare pens, flipchart pads, whiteboard markers, colour markers, and sticky notes for exercises. Pack printed handouts and worksheets in separate document folders.
For a full training day, plan coffee or tea service for the arrival period and breaks, with extra cups, glasses, plates, cutlery, and serving trays. Chill drinks before participants arrive and use thermos flasks to keep hot drinks available.
Set aside meals for special dietary requirements as soon as registrations close, and label them clearly. Buy or confirm catering only after checking the participant list, dietary information, and the planned meal times.

Frequently asked questions

What equipment do I need for a Training Day?: At minimum, plan for a laptop, projector, projection screen, HDMI cable, speaker, extension cords, and power strips. Test every connection at least one day before the event and bring a backup cable if available.
How many pens and folders should I buy for a Training Day?: Allow one pen and one writing folder per participant, plus around 10% spare supplies. For 30 participants, that means at least 33 pens and 33 folders, along with extra worksheets and handouts.
How much coffee and tea do I need for a full Training Day?: Plan roughly 3 to 4 hot drinks per participant for a full day, including arrival and breaks. For 30 people, prepare capacity for about 90 to 120 servings and keep extra water, cups, and tea available.
When should I order catering for a Training Day?: Confirm catering at least 5 to 7 days before the Training Day, or earlier if the venue or caterer requires it. Finalise dietary requirements and the participant count before placing the order, then set aside special-diet meals separately.

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