What You Need for a VCA Course

Use this shopping list to prepare the practical supplies for a VCA course, from course folders and exam forms to coffee, drinks and serving items. Plan quantities from the confirmed participant list, then add a small buffer for late registrations or damaged materials. The room also needs presentation and registration equipment, so check cables, power and seating before course day. Order printed materials and catering early rather than trying to arrange them the morning of the course.

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What to bring

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

Furniture

Course tablesqty 7
Course chairsqty 24
Reception desk
Bar stoolsqty 4

Equipment

Laptop
Projector
Projection screen
HDMI cableqty 2
Extension cordqty 3
Power stripqty 3
Flip chart
Flipchart markersqty 2
Laser pointer

Tableware

Coffee cupsqty 24
Glassesqty 24
Platesqty 24
Cutlery setsqty 24

Kitchen

Coffee maker
Kettle
Thermosqty 2
Cool boxqty 2
Serving plattersqty 4
Serving jugsqty 2
Serving spoonsqty 4

Catering

Course foldersqty 24
Notepadsqty 24
Ballpoint pensqty 30
Name badgesqty 24
Exam formsqty 24
Envelopesqty 30
Groceries
- Coffee - 3 packs
- Tea - 2 boxes
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 2 liter
- Coffee creamer - 2 tubs
- Coffee spoons - 30 pcs
- Stir sticks - 50 pieces
- Still mineral water - 24 bottles
- Sparkling mineral water - 12 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Orange juice - 4 cartons
- Apple juice - 2 cartons
- Sandwiches - 48 pieces
- Wholemeal bread - 2 loaves
- Young cheese - 1 kilo
- Back ham - 750 grams
- Chicken breast spread - 500 grams
- Hummus - 4 tubs
- Cream cheese - 4 tubs
- Halal chicken breast - 500 grams
- Tomatoes - 2 kilos
- Cucumbers - 4 pieces
- Lettuce - 3 heads
- Bell peppers - 6 pieces
- Apples - 24 pieces
- Bananas - 24 pieces
- Grapes - 2 kilos
- Yogurt - 24 cups
- Muesli bars - 30 pieces
- Plain chips - 3 bags
- Paprika chips - 3 bags
- Cookies - 4 packs
- Salt - 1 pack
- Pepper - 1 grinder
- Mayonnaise - 1 bottle
- Mustard - 1 jar
- Ketchup - 1 bottle
- Napkins - 150 pieces
- Paper coffee cups - 50 pieces
- Paper stirrers - 50 pieces
- Aluminum foil - 1 roll
- Cling film - 1 roll
- Paper towels - 4 rolls
- Toilet paper - 12 rolls
- Trash bags - 2 rolls
- Dish soap - 1 bottle
- Sponges - 4 pieces
- Hand soap - 2 bottles
- Disinfectant wipes - 2 packs

Cleaning

Waste binsqty 3
Broom and dustpan
Mop and bucket

Tips

Count one course folder, notepad, ballpoint pen, name badge and exam form per participant. Prepare at least 2–3 spare sets for late registrations, printing errors or damaged forms.
Buy or prepare coffee, tea and water for the full course day, not just the arrival period. A practical starting point is 2–3 cups of coffee or tea per person, plus extra drinks for breaks.
Match tableware to the confirmed headcount: one cup, glass, plate and cutlery set per person, with roughly 10% extra. This prevents a shortage when items are dropped or used twice during the day.
Pack the presentation setup together: laptop, projector, projection screen, HDMI cable, extension cord and power strip. Test the connection at least one day before the course and bring a backup cable if available.
Keep exam forms and envelopes separate from general handouts until registration is complete. Set up the reception desk and attendance materials at least 30 minutes before the first participant arrives.

Frequently asked questions

What do I need to buy for a VCA course?: Prepare one course folder, notepad, pen, name badge and exam form per participant, plus 2–3 spare sets. For the room, arrange presentation equipment, seating, coffee and tea supplies, drinks, tableware and envelopes for the exam forms.
How much coffee and tea do I need for a VCA course?: Allow approximately 2–3 cups of coffee or tea per person for a full course day, with extra for breaks and the trainer. Prepare the coffee maker, kettle, thermos and serving area before participants arrive.
How many course folders and exam forms should I order?: Order one complete set per registered participant and add 2–3 spare sets. Confirm the participant list before placing the order, then check exam registration and forms at least several working days before the course.
When should I prepare the VCA course materials?: Order printed course materials at least 5 working days before the course when possible. Assemble folders, print worksheets and prepare name badges no later than the day before, so registration is ready 30 minutes before the start.

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