Training shopping list: what to buy and bring

Use this shopping list to prepare a training day without missing the small items that slow down registration or the first session. It covers presentation equipment, participant materials, name badges, stationery, coffee service and drinks. Check quantities against your participant list before shopping, then test cables, power and presentation equipment at the venue. Build in time for chilling drinks, printing handouts and setting up the room before participants arrive.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 35
Reception desk
Tableclothqty 8

Equipment

Laptop
Projector
Projection screen
HDMI cableqty 2
Extension cordqty 3
Power stripqty 3
Presentation clicker

Training materials

Flip chartqty 2
Flipchart padsqty 4
Markersqty 24
Sticky notesqty 12
Pensqty 40
Notepadsqty 35
Training foldersqty 35

Stationery

Name badgesqty 35
Badge holdersqty 35
Printer paperqty 250
Tapeqty 3
Scissorsqty 3
Paper tapeqty 2

Kitchen

Coffee makerqty 2
Kettleqty 2
Thermosqty 4
Cool boxqty 2

Tableware

Mugsqty 40
Glassesqty 40
Platesqty 40
Cutlery setsqty 40
Serving spoonsqty 6

Cleaning

Dishpanqty 2
Cleaning clothsqty 12
Bucketqty 2

Catering

Groceries
- Coffee - 2 packs
- Tea bags - 100 pieces
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 3 liters
- Stirrers - 100 pieces
- Still water - 48 bottles
- Sparkling water - 24 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Lemons - 8 pieces
- Ice cubes - 4 bags
- Sandwich rolls - 45 pieces
- Whole grain bread - 4 loaves
- Cheese - 2 kilos
- Ham - 1,5 kilo
- Chicken breast slices - 1.5 kilos
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Young vegan cheese - 500 grams
- Lettuce - 6 heads
- Tomatoes - 2 kilos
- Cucumbers - 6 pieces
- Bell peppers - 8 pieces
- Butter - 500 grams
- Mayonnaise - 1 bottle
- Mustard - 1 bottle
- Soup - 8 liters
- Soup bowls - 40 pieces
- Croutons - 3 bags
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Nut mix - 2 kilo
- Apples - 40 pieces
- Bananas - 30 pieces
- Grapes - 3 kilos
- Cookies - 6 packs
- Paper napkins - 200 pieces
- Disposable to-go cups - 40 pieces
- Garbage bags - 30 pieces
- Dish soap - 2 bottles
- Sponges - 6 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- All-purpose cleaner - 2 bottles

Tips

Plan one name badge, badge holder, folder, notepad and pen per participant, plus at least 10% extra for late registrations or damaged items.
Allow two to three drinks per person for the first training hour, then add water and coffee for the remaining breaks. Chill drinks in advance and check that the cool box has enough capacity.
Bring one flip chart pad and a fresh set of markers for each working group, with spare markers available at the front of the room. Sticky notes are easy to forget, so pack them with the training materials rather than the stationery.
Pack the laptop, projector, screen, HDMI cable, clicker, extension cord and power strip together. Test the full setup at least 60 minutes before the first session, including sound if the presentation needs it.
Prepare 10% more printed handouts and participant-list copies than the confirmed registrations. Keep tape, scissors, paper tape and printer paper together so last-minute signs or corrections take only a few minutes.

Frequently asked questions

What do I need for a one-day training session?: Bring presentation equipment, flip chart materials, printed handouts, folders, notepads, pens and name badges. For the room, plan tables and chairs, a reception desk, a coffee station and a lunch or drinks setup.
How many pens and notepads should I buy for training?: Buy one pen and one notepad per registered participant, plus 10% spare. For 20 participants, that means at least 22 pens and 22 notepads.
How much coffee and water do I need for training?: For the first hour, allow two to three drinks per person, including water, coffee or tea. For a six-hour training day, plan at least 1.5 to 2 litres of water per participant and refill coffee during each scheduled break.
When should I test the training equipment?: Test the laptop, projector, screen, HDMI cable, clicker and power connections at least 60 minutes before participants arrive. Keep a spare extension cord and power strip available in case the room layout changes.

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