What you need for a web design workshop
A web design workshop needs more than laptops and a projector. Each participant needs a working device, reliable power, internet access and the right cables, while the room also needs presentation equipment and practical supplies. Plan one laptop, charger and working seat per attendee, plus shared equipment for demonstrations. Food, drinks, name badges and printed materials are easy to arrange too late, so include them in your shopping run rather than treating them as last-minute extras.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 8
- Chairsqty 24
- Reception desk
- Presentation table
Equipment
- Laptopsqty 22
- Laptop chargersqty 22
- Projector
- Projection screen
- Wi-Fi router
- USB sticksqty 24
- Extension cordsqty 6
- Power stripsqty 8
- HDMI cableqty 2
- HDMI adaptersqty 3
- Wireless presentation mouse
- Speaker
Tableware
- Coffee cupsqty 24
- Drinking glassesqty 24
- Platesqty 24
- Cutlery setsqty 24
- Serving plattersqty 6
- Coffee potsqty 2
- Water jugsqty 3
Kitchen
- Kettleqty 2
- Cutting boardsqty 2
- Bread knivesqty 2
- Serving spoonsqty 4
- Coolersqty 2
- Thermos flasksqty 3
Office
- Name badgesqty 24
- Ballpoint pensqty 30
- Notepadsqty 24
- Worksheetsqty 24
- Feedback formsqty 24
- Pen holdersqty 4
- Tapeqty 2
- Scissorsqty 2
- Markersqty 2
Catering
- Groceries
- Coffee - 2 packs
- Tea - 2 boxes
- Sugar - 1 kilo
- Milk - 4 liters
- Oat milk - 2 liter
- Still mineral water - 24 bottles
- Sparkling mineral water - 12 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Orange juice - 4 liters
- Apple juice - 2 liter
- Wholemeal bread - 6 loaves
- White rolls - 30 pieces
- Whole wheat rolls - 30 pieces
- Butter - 500 grams
- Young cheese - 1,5 kilo
- Cooked ham - 1 kilo
- Hummus - 1 kilo
- Cream cheese - 750 grams
- Peanut butter - 1 jar
- Strawberry jam - 1 jar
- Cucumber - 4 pieces
- Tomatoes - 2 kilos
- Lettuce - 4 heads
- Paprika chips - 3 bags
- Plain chips - 3 bags
- Rice cakes - 3 packs
- Apples - 24 pieces
- Bananas - 24 pieces
- Grapes - 2 kilos
- Butter cookies - 3 packs
- Chocolate cookies - 3 packs
- Vegetarian pasta salad - 3 kilos
- Pasta salad with chicken - 3 kilos
- Pesto dressing - 2 bottles
- Yogurt dressing - 2 bottles
- Lemons - 8 pieces
- Paper napkins - 100 pieces
- Coffee filters - 1 pack
- Trash bags - 2 rolls
- Dish soap - 1 bottle
- All-purpose cleaner - 1 bottle
- Paper towels - 4 rolls
- Toilet paper - 12 rolls
- Hand soap - 2 bottles
Tips
- Provide one laptop, charger and power connection per participant, then add at least 10–15% spare capacity if the group is larger than 10 people. Test every device and charger before the workshop starts.
- Allow one power strip for every 4–6 workstations and keep extension cords long enough to reach the tables without crossing walking routes. Bring HDMI adapters for any laptop connection you cannot confirm in advance.
- Prepare presentation equipment with one projector, screen, HDMI cable, presentation mouse and speaker. Test the full setup at least 60 minutes before participants arrive, including audio and screen sharing.
- Plan two to three drinks per person for the first hour, then one drink per person per hour. Use coffee pots, a kettle, water jugs and coolers so coffee, tea and cold water remain available throughout the session.
- Pack one name badge, USB stick and printed worksheet set per participant, with at least 10% extra. Put the materials at the reception table before doors open so registration does not interrupt the introduction.
Frequently asked questions
- How many laptops do I need for a web design workshop?
- Plan one working laptop per participant, including its charger. For a group of 20, prepare 20 laptops and ideally 2–3 tested spares for failures or late replacements.
- How many power strips are needed for a workshop?
- Use roughly one power strip for every 4–6 laptops, depending on the number of sockets. For 20 participants, prepare at least 4–5 power strips plus extension cords and check the room layout beforehand.
- What cables do I need for a web design workshop?
- Bring at least one HDMI cable, the correct HDMI adapters for every laptop type, and a spare adapter. Test the projector connection 60 minutes before the workshop rather than discovering compatibility problems during the presentation.
- How much food and drink should I buy for a web design workshop?
- For drinks, allow two to three per person in the first hour and one per person for each following hour. For a four-hour workshop with 20 people, that means roughly 100–120 drinks, including coffee, tea and water; add plates, cups, glasses and cutlery for the meal or snacks.
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