What you need for a wedding planning workshop

A wedding planning workshop needs more than chairs and printed worksheets. Participants move between presentations, exercises, questions, and supplier information, so the room must support both focused work and quick breaks. Plan seating, presentation equipment, serving items, coffee supplies, and registration materials before shopping. Check the venue during a site visit, test every cable with the laptop and projector, and allow time to chill drinks, fill binders, and set up the reception desk before attendees arrive.

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What to bring

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

Furniture

Workshop tablesqty 8
Chairsqty 45
Presentation table
Reception desk
Buffet tableqty 2
Stoolsqty 4

Tableware

Dinner platesqty 50
Dessert platesqty 50
Coffee cupsqty 50
Water glassesqty 50
Wine glassesqty 50
Coffee spoonsqty 50
Dinner cutlery setsqty 50
Serving plattersqty 8
Serving spoonsqty 8
Serving utensilsqty 8

Equipment

Projector
Projection screen
Laptop
HDMI cableqty 2
HDMI adapterqty 2
Extension cordsqty 4
Power stripsqty 4
Wireless microphone
Portable speaker
Flip chart standqty 2
Flipchart padsqty 4
Timersqty 4

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Cutting boardsqty 3
Bread knivesqty 3
Kitchen knivesqty 3
Pliersqty 6
Serving spoonsqty 8
Pitchersqty 6
traysqty 4

Decorations

Table runnersqty 8
Flower arrangementsqty 8
Menu standsqty 8
Welcome sign
Name card holdersqty 45
Table numbersqty 8
Clothespinsqty 50
Adhesive stripsqty 2

Lighting

Table lampsqty 8
Mood lightingqty 4

Cleaning

Waste binsqty 4
Mopsqty 2
Bucketsqty 2
Broom
Dustpan and brush

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Rooibos tea - 1 box
- Sugar - 1 kilo
- Sweetener - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 4 liters
- Lemons - 8 pieces
- Spa Blue - 48 bottles
- Spa Rood - 24 small bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Ice tea - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Non-alcoholic beer - 24 bottles
- White wine - 6 bottles
- Red wine - 4 bottles
- Prosecco - 4 bottles
- Baguettes - 12 pieces
- Wholemeal bread - 6 loaves
- Mini croissants - 50 pieces
- Mini rolls - 60 pieces
- Butter - 1 kilo
- Young cheese - 2 kilos
- Brie - 1 kilo
- Hummus - 1 kilo
- Cream cheese - 1 kilo
- Turkey breast - 1 kilo
- Smoked salmon - 750 grams
- Cucumbers - 8 pieces
- Tomatoes - 2 kilos
- Arugula - 500 grams
- Bell peppers - 8 pieces
- Carrots - 2 kilo
- Grapes - 2 kilos
- Apples - 40 pieces
- Bananas - 30 pieces
- Melons - 3 pieces
- Strawberries - 2 kilos
- Plain chips - 6 bags
- Paprika chips - 6 bags
- Tortilla chips - 6 bags
- Salty sticks - 4 bags
- Mixed nuts - 2 kilos
- Olives - 1 kilo
- Herb cream cheese - 500 grams
- Salsa - 4 jars
- Guacamole - 1 kilo
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Mustard - 1 jar
- Pesto dressing - 2 jars
- Mixed green salad - 3 kilos
- Pasta salad - 4 kilo
- Potato salad - 3 kilos
- Quinoa salad - 2 kilos
- Vegetarian wraps - 40 pieces
- Chicken wraps - 40 pieces
- Mini quiches - 60 pieces
- Vegetable frittata - 2 trays
- Falafel - 2 kilos
- Rice salad - 2 kilos
- Fruit salad - 3 kilos
- Brownies - 50 pieces
- Mini muffins - 50 pieces
- Cookies - 6 packs
- Lemon cake - 2 pieces
- Paper napkins - 200 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Sponges - 6 pieces
- Microfiber cloths - 10 pieces
- Hand soap - 4 bottles
- Hand gel - 4 bottles
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Parchment paper - 1 roll
- Diet bread - 2 loaves
- Gluten-free wraps - 12 pieces
- Vegan toppings - 500 grams
- Vegan pasta salad - 1 kilo
- Gluten-free brownies - 12 pieces
- Allergen stickers - 1 sheet

Paper goods

Work foldersqty 45
Notepadsqty 45
Pensqty 60
Pencilsqty 30
Erasersqty 30
Markersqty 20
Color markersqty 40
Sticky notesqty 20
Name stickersqty 50
Name badgesqty 50
Program flyersqty 50
Participant formsqty 50
Budget worksheetsqty 50
Timeline worksheetsqty 50
Supplier cardsqty 100
Envelopesqty 50
Tapeqty 6
Scissorsqty 10
Glue sticksqty 10
Paper clipsqty 2
Clipboardsqty 10
Table markersqty 12
Whiteboard
Printer paperqty 500
Bindersqty 6
Document sleevesqty 100
Table cardsqty 8
Directional signsqty 6

Tips

Plan one complete place setting per attendee, plus at least 10% extra plates, cups, glasses, and cutlery. Extra pieces cover breakage, late registrations, and items left at the buffet.
Test the projector, screen, laptop, HDMI cable, adapter, microphone, and speaker together at the venue at least one day before the workshop. Bring extension cords and power strips so the presentation setup does not depend on one wall socket.
For a full-day workshop, provide enough coffee cups, water glasses, and serving utensils for the planned breaks rather than relying on one shared set. Set up the coffee maker and kettles before opening the hall.
Prepare one binder or worksheet pack per registered participant, then print 2–3 spare copies. Keep the run sheet, participant list, dietary requirements, and spare name badges at the reception desk.
Buy drinks and catering only after registrations and dietary requirements are updated. Chill drinks several hours before the workshop and label food clearly before the buffet opens.

Frequently asked questions

What do I need to buy for a wedding planning workshop?: Plan for seating and workshop tables, a reception and buffet setup, presentation equipment, printed worksheets, name badges, tableware, drinks, and coffee supplies. Match quantities to the final participant list and add about 10% spare tableware and printed materials.
How many chairs and tables do I need for a wedding planning workshop?: Provide one chair per registered participant and enough workshop table space for everyone to write and complete the budget exercise. Confirm the room layout during a site visit at least 1 week before the workshop, then keep a few spare chairs available.
What presentation equipment is needed for a wedding planning workshop?: Prepare a projector, projection screen, laptop, HDMI cable, HDMI adapter, extension cords, and power strips. Add a wireless microphone and portable speaker if the room is large or seats more than 20 people, and test the complete setup at least 1 day in advance.
How much food and drink should I plan for a wedding planning workshop?: Use the confirmed registration list and dietary requirements when ordering catering. For drinks, allow roughly 2–3 non-alcoholic drinks per person during the first hour and 1–2 per person for each additional hour, with coffee and water available at every break.

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