What to buy for a trial student day
A trial student day needs more than coffee and name badges. Visitors move between rooms, attend presentations and workshops, and often need clear directions, refreshments and working technology. Use the shopping list below to prepare registration tables, route materials, catering supplies and presentation equipment before the day. Check dietary requirements and test every projector, microphone and cable before participants arrive. Collect chilled products as late as practical and bring all materials to the venue together.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Registration tablesqty 3
- Foldable tablesqty 18
- Chairsqty 120
- High tablesqty 8
- Tableclothsqty 20
- Clothes racksqty 2
- Waste binsqty 10
Equipment
- Laptopsqty 8
- Projectorsqty 6
- Projection screensqty 6
- Laptop speakersqty 6
- Microphonesqty 3
- Extension cordsqty 12
- Power stripsqty 12
- HDMI cablesqty 8
- USB sticksqty 4
- Power banksqty 4
Kitchen
- Coffee machinesqty 3
- Kettlesqty 3
- Thermos flasksqty 8
- Coolersqty 4
- Serving plattersqty 12
- Serving utensilsqty 12
- Cutting boardsqty 4
- Chef's knivesqty 4
- Bread knivesqty 4
- Serving spoonsqty 8
Tableware
- Coffee cupsqty 120
- Glassesqty 150
- Platesqty 150
- Cutlery setsqty 150
- Coffee spoonsqty 120
- Water jugsqty 12
Decorations
- Balloonsqty 150
- Balloon ribbonqty 3
- Buntingqty 12
- Flower arrangementsqty 8
- Table décorqty 20
- Poster clipsqty 30
- Presentation boardsqty 12
- Directional signsqty 20
- Information standsqty 12
Lighting
- LED table lampsqty 8
- String lightsqty 4
Catering
- Name badgesqty 130
- Wristbandsqty 130
- Pensqty 40
- Notepadsqty 130
- Badge holdersqty 130
- Coffee stirrersqty 250
- Sugar sticksqty 250
- Serving traysqty 12
- Thermos cupsqty 20
- Groceries
- Coffee - 6 packs
- Tea - 8 boxes
- Decaf coffee - 1 pack
- Oat milk - 8 liters
- Semi-skimmed milk - 8 liters
- Sugar - 2 kilograms
- Sweeteners - 2 boxes
- Coffee filters - 3 packs
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 24 bottles
- Spa Rood - 12 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Lemons - 12 pieces
- Cucumbers - 12 pieces
- Cherry tomatoes - 2 kilograms
- Carrots - 2 kilogram
- Bell peppers - 18 pieces
- Grapes - 4 kilograms
- Apples - 60 pieces
- Bananas - 40 pieces
- Baby carrots - 2 kilogram
- Lemon water - 12 liters
- Mineral water - 24 liters
- Baguettes - 20 pieces
- Mini currant buns - 100 pieces
- Whole grain bread - 8 loaves
- White rolls - 100 pieces
- Whole wheat rolls - 80 pieces
- Gluten-free rolls - 20 pieces
- Butter - 1 kilogram
- Young cheese - 2 kilograms
- Aged cheese - 2 kilogram
- Cream cheese - 1 kilogram
- Hummus - 2 kilograms
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Chocolate spread - 2 jars
- Chicken breast slices - 2 kilograms
- Turkey breast spread - 1 kilogram
- Egg salad - 1 kilogram
- Vegan spread - 1 kilogram
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pesto - 4 jars
- Salt - 1 pack
- Pepper - 1 can
- Italian herbs - 1 jar
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Salted peanuts - 4 bags
- Snack mix - 4 bags
- Rice cakes - 6 packs
- Muesli bars - 100 pieces
- Cookies - 8 packs
- Brownies - 100 pieces
- Mini muffins - 100 pieces
- Vegan muffins - 30 pieces
- Gluten-free cookies - 4 packs
- Hummus dip - 2 kilograms
- Tzatziki - 1 kilogram
- Salsa sauce - 4 jars
- Paper napkins - 600 pieces
- Paper towels - 12 rolls
- Toilet paper - 36 rolls
- Trash bags - 80 pcs
- Paper trash bags - 20 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Toilet cleaner - 3 bottles
- Disinfectant spray - 2 bottles
- Hand soap - 6 bottles
- Hand sanitizer gel - 6 bottles
- Sponges - 12 pieces
- Dish brushes - 4 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Disposable tissues - 12 packs
Cleaning
- Broom setsqty 3
- Mopsqty 4
- Bucketsqty 4
- Cleaning glovesqty 8
- Microfiber clothsqty 20
- Toilet brushesqty 4
- Hand soap dispensersqty 6
Tips
- Plan one registration point with tables, chairs, attendance lists, badges and wristbands ready at least 30 minutes before the first arrival. Keep spare pens and blank badges at the desk for last-minute registrations.
- For a half-day programme, allow at least 2 drinks per participant, including coffee, tea or water. Add extra cups and glasses because visitors may move between rooms and leave drinks behind.
- Pack one complete presentation setup for every active room: laptop, projector, screen, HDMI cable, power strip and extension cord. Test the connection with the actual presentation before the event.
- Print route maps and place them at registration and at every important turn. Prepare at least 10% more copies than the number of registered visitors so late arrivals and damaged maps are covered.
- Collect chilled catering items on the day of the trial student day, preferably within 2 hours of serving. Use coolers or thermos flasks during transport and keep serving platters, utensils and cutting boards separate from registration materials.
Frequently asked questions
- What do I need to buy for a trial student day?
- Prepare supplies for registration, refreshments, room presentations, tours and workshops. Plan tables and chairs, badges, route maps, coffee equipment, cups, glasses, plates, laptops, projectors, microphones, cables and power supplies for each room.
- How many drinks should I provide per student?
- For the first hour, plan on 2 to 3 drinks per person. For each additional hour, add 1 to 2 drinks per person, then increase the quantity if the programme includes outdoor tours or warm rooms.
- How many printed route maps and attendance lists do I need?
- Print one route map per registered visitor plus at least 10% extra. Print one attendance list for registration and one additional copy for each staff member who checks arrivals or manages a separate group.
- When should I collect chilled products for a trial student day?
- Collect chilled products on the event day and keep the transport time as short as possible, ideally under 2 hours before serving. Store them in coolers until catering is set out, and confirm dietary requirements before placing the final order.
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