What you need for volunteer training

A volunteer training session needs more than a laptop and a room. Plan drinks and lunch service, registration supplies, name badges, presentation equipment and materials for hands-on activity stations. This checklist helps you see what must be bought, borrowed or collected before participants arrive. Confirm quantities against your registration list, especially for cups, plates, cutlery, handouts and name badges. Arrange equipment and catering early so missing items do not delay the training.

Organize this event for free with Lizzt

What to bring

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

Furniture

Tablesqty 6
Chairsqty 35
Tableclothsqty 6
Registration desk

Equipment

Laptop
Projector
Projection screen
Portable speaker
Presentation clicker
Extension cordsqty 4
Power stripsqty 4
Cooking kettlesqty 2
Thermos flasksqty 4

Tableware

Reusable cupsqty 40
Coffee cupsqty 35
Platesqty 40
Cutlery setsqty 40
Serving plattersqty 8
Serving spoonsqty 6

Kitchen

Cutting boardsqty 3
Bread knivesqty 3
Pliersqty 4
Water jugsqty 4
Coolersqty 2

Decorations

Name card holdersqty 35
Direction signsqty 6
Table numbersqty 6

Training

Flip chart
Flip chart sheetsqty 2
Whiteboard
Whiteboard erasersqty 2
Practice materialsqty 6

Catering

Buffet traysqty 6
Drink dispensersqty 2
Coffee creamer pitcherqty 2
Sugar bowlsqty 2

Groceries

Groceries
- Coffee - 3 packs
- Tea assortment - 4 boxes
- Decaffeinated tea - 1 box
- Oat milk - 4 liters
- Semi-skimmed milk - 4 liter
- Granulated sugar - 1 kilo
- Mints - 1 box
- Honey - 1 jar
- Spa Blue - 48 bottles
- Sparkling mineral water - 12 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Orange juice - 6 liters
- Apple juice - 4 liter
- Lemons - 8 pieces
- Mini ice lollies - 40 pieces
- Wholemeal bread - 6 loaves
- White rolls - 40 pieces
- Wholemeal rolls - 30 pieces
- Unsalted butter - 2 packs
- Young matured cheese - 2 kilos
- Sliced Chicken Breast - 1 kilo
- Hummus - 6 tubs
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Cucumbers - 6 pieces
- Tomatoes - 2 kilos
- Mixed lettuce - 1 kilo
- Chicken soup - 4 liters
- Vegetable soup - 6 liters
- Breadsticks - 4 packs
- Croutons - 3 bags
- Apples - 40 pieces
- Bananas - 30 pieces
- Grapes - 3 kilos
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Mixed nuts - 3 bags
- Rice cakes - 4 packs
- Muesli bars - 40 pieces
- Cookies - 5 packs
- Paper napkins - 4 packs
- Paper towels - 4 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 1 pack
- Microfiber cloths - 1 pack
- Hand soap - 3 bottles
- Hand sanitizer - 3 bottles

Tips

Count registered participants before shopping, then match the number of reusable cups, coffee cups, plates and cutlery sets to that total. Add a small buffer if attendance is not fully confirmed.
Plan coffee, tea and water as separate service points. Cooking kettles, thermos flasks, water jugs and coolers are easy to overlook when catering is ordered by someone else.
Test the laptop, projector, projection screen, portable speaker and presentation clicker together at least one day before training. Check extension cords and power strips at the same time.
Prepare one name badge and one printed handout per participant, plus a few extras for late registrations. Keep name card holders and the registration desk together so check-in can start immediately.
For lunch, confirm that serving platters, serving spoons, cutting boards and bread knives are included. Set aside tablecloths and table numbers before the buffet is delivered, rather than searching for them during setup.

Frequently asked questions

What do I need to buy for volunteer training?: Plan for drinks, lunch service, name badges, printed handouts and supplies for the activity stations. You will also need presentation and room equipment such as a laptop, projector, speaker, extension cords and power strips.
How many cups and plates do I need for volunteer training?: Start with one cup, plate and cutlery set per registered participant, then add about 10% extra. For 30 participants, that means roughly 33 of each item where practical.
When should I order catering for volunteer training?: Confirm the catering order at least 5 to 7 days before the session, once registrations and dietary requirements are updated. Recheck the final participant count 24 to 48 hours before delivery.
How many handouts and name badges should I print?: Prepare one handout and one name badge per registered participant, plus 5 to 10% extras. For 40 participants, print or prepare 42 to 44 of each.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.