What to buy for a word course

A word course needs more than laptops and presentation slides. You also need enough chargers, power access, stationery, serving items and refreshments ready before participants arrive. Use the equipment and tableware list to set up each workstation, then buy groceries based on the number of attendees and the course length. Check dietary requirements before ordering catering, and allow time to print worksheets, prepare course folders and assemble name badges.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 20

Equipment

Laptopsqty 16
Laptop chargersqty 16
Projector
Projection screen
Presentation laptop
HDMI cablesqty 2
Power stripsqty 6
Extension cordsqty 4
Wi-Fi router

Tableware

Coffee cupsqty 24
Glassesqty 24
Platesqty 24
Cutlery setsqty 24

Kitchen

Coffee maker
Kettle
Serving bowlsqty 6
Serving spoonsqty 4
Cutting boardsqty 2
Bread knivesqty 2

Decorations

Name badgesqty 20
Tableclothsqty 8
Pensqty 24
Notepadsqty 20
Course foldersqty 20

Catering

Groceries
- Coffee - 2 packs
- Tea - 2 boxes
- Sugar - 1 pack
- Mints - 1 box
- Milk - 4 liters
- Oat milk - 2 liter
- Spa Blauw - 24 bottles
- Sparkling water - 12 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Butter - 500 grams
- Young cheese - 1 kilogram
- Cooked ham - 750 grams
- Hummus - 4 tubs
- Jam - 2 jars
- Bread - 6 loaves
- Whole grain bread - 3 loaves
- Croissants - 24 pieces
- Cucumbers - 4 pieces
- Cherry tomatoes - 1 kilogram
- Mixed lettuce - 4 bags
- Pasta salad - 3 kilograms
- Vegetarian wraps - 20 pieces
- Chicken breast slices - 1 kilogram
- Yogurt dressing - 2 bottles
- Fruit basket - 2 pieces
- Cookies - 4 packs
- Muesli bars - 24 pieces
- Paper napkins - 2 packs
- Aluminum foil - 1 roll
- Cling film - 1 roll
- Paper towels - 4 rolls
- Trash bags - 2 rolls
- Dish soap - 1 bottle
- All-purpose cleaner - 1 bottle
- Toilet paper - 2 packs

Tips

Plan one laptop, charger and set of stationery per participant, plus at least one spare pen and notepad for every 10 people. Charge all laptops before the room opens rather than relying on power outlets during the course.
Count power strips and extension cords against the room layout. Leave one accessible outlet for the presentation laptop and projector, and test every HDMI cable before the teaching session starts.
For a half-day course, allow around two coffee or tea servings per person, plus one glass of water for each participant. Buy extra cups, milk and other essentials for roughly 10% more people than registered.
Prepare one course folder, worksheet set and name badge per attendee at least one day ahead. Keep five spare copies available for late registrations, damaged pages or forgotten materials.
Confirm dietary requirements before placing the grocery or catering order, ideally 3–5 days before the course. Separate serving bowls and spoons for different food options so participants can identify them easily.

Frequently asked questions

What do I need to buy for a word course?: Plan stationery, course folders, name badges, groceries and tableware, along with the equipment needed for each workstation. For every participant, allow one laptop, charger, notepad, pen and worksheet set, plus about 10% spare stationery.
How much coffee should I buy for a course?: For a half-day course, plan approximately two cups of coffee or tea per person, with extra for the break. Add about 10% more cups, milk and refreshments than the registration count to cover late arrivals and second servings.
How many laptops are needed for a word course?: Provide one working laptop for each participant who will practise during the course, plus one presentation laptop for the instructor. Keep at least one spare laptop or an alternative workstation available if the course allows hands-on exercises.
When should I order catering for a word course?: Confirm registrations and dietary requirements before ordering, preferably 3–5 days before the course. Recheck the final participant count and any changes 24 hours before delivery or collection.

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