What to Buy for a Work-Fit Day

A work-fit day needs more than workshop materials. You also need a reliable setup for registration, catering, presentations and movement sessions, including the posture workshop. Use this shopping list to check the practical items before the venue opens. Plan quantities from your participant count, then add a small buffer for drinks, printed handouts and shared equipment. The items below cover the main gaps organisers often discover only during setup.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 50
Buffet tablesqty 3
Coat racksqty 2
Waste binsqty 4

Tableware

Reusable platesqty 55
Reusable bowlsqty 55
Reusable glassesqty 60
Coffee cupsqty 50
Cutlery setsqty 55
Serving utensilsqty 12
Pitchersqty 6
Thermos flasksqty 4

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving plattersqty 10
Serving trays with lidsqty 4
Serving spoonsqty 8

Equipment

Projector
Projection screen
Laptop
Portable speaker
Microphone
Extension cordsqty 4
Power stripsqty 4

Sports equipment

Yoga matsqty 25
Resistance bandsqty 25
Soft ballsqty 10
Conesqty 12
Stopwatchqty 2

Decorations

Name badgesqty 50
Tableclothsqty 8
Program postersqty 8
Directional signsqty 10

Lighting

Atmosphere lightsqty 6

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 pack
- Milk - 5 liters
- Oat milk - 3 liters
- Spa Blue - 48 bottles
- Sparkling water - 12 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Lemons - 8 pieces
- Cucumbers - 8 pieces
- Cherry tomatoes - 2 kilograms
- Carrots - 2 kilogram
- Bell peppers - 12 pieces
- Grapes - 3 kilograms
- Apples - 50 pieces
- Bananas - 50 pieces
- Whole grain bread - 8 loaves
- Whole wheat wraps - 50 pieces
- Hummus - 2 kilograms
- Cream cheese - 1 kilogram
- Young cheese - 2 kilograms
- Turkey fillet - 1.5 kilograms
- Smoked chicken breast - 1.5 kilograms
- Egg salad - 1 kilogram
- Vegetable soup - 8 liters
- Lentils - 2 kilograms
- Chickpeas - 2 kilograms
- Brown rice - 3 kilograms
- Pasta - 3 kilograms
- Mixed salad - 4 kilograms
- Corn - 6 cans
- Olives - 2 jars
- Yogurt dressing - 2 liters
- Balsamic dressing - 1 liter
- Herb mix - 3 jars
- Olive oil - 2 liters
- Salt - 1 pack
- Pepper - 1 jar
- Mixed nuts - 2 kilograms
- Muesli bars - 60 pieces
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Ketchup - 1 bottle
- Mayonnaise - 1 bottle
- Paper towels - 6 rolls
- Napkins - 100 pieces
- Trash bags - 40 pieces
- All-purpose cleaner - 2 bottles
- Dish soap - 2 bottles
- Sponges - 6 pieces
- Microfiber cloths - 12 pieces
- Toilet paper - 24 rolls
- Liquid hand soap - 4 bottles

Tips

Plan reusable plates, bowls, glasses, coffee cups and cutlery for every participant, plus at least 10% extra for late arrivals or items left in use. For a group of 30, that means 33 of each basic place-setting item.
Allow two to three drinks per person for the first hour, then one drink per person for each additional hour. Chill the drinks before the event and prepare pitchers and thermos flasks so service does not depend on one coffee or water station.
Prepare one complete equipment set for each workshop room or activity area. For the movement sessions, count one yoga mat per active participant where possible, then check the number of resistance bands, soft balls and cones against the exercises planned.
Bring presentation equipment that works together: laptop, projector, projection screen, portable speaker, microphone, extension cords and power strips. Test the full connection at least 60 minutes before participants arrive, not just the laptop.
Pack catering tools separately from food so they are easy to find during setup. Cutting boards, chef’s and bread knives, serving platters, covered serving trays, serving spoons and waste bins are commonly forgotten when shopping is done by category.

Frequently asked questions

What do I need to buy for a work-fit day?: Plan for catering, drinks, reusable tableware, coffee service, workshop materials, movement equipment and presentation technology. For each participant, count one place setting, then add about 10% extra; also provide one yoga mat per active participant when the session requires it.
How many drinks should I buy for a work-fit day?: Budget two to three drinks per person for the first hour and one drink per person for every hour after that. Add extra water for movement workshops and prepare the drinks at least 60 minutes before the start so they are chilled and ready to serve.
How much work-fit day equipment do I need?: For the active sessions, match yoga mats, resistance bands, soft balls and cones to the number of participants using them at the same time. Keep at least one stopwatch available for timed exercises, and check quantities against the workshop plan no later than the day before.
When should I test the work-fit day technology?: Set up and test the laptop, projector, screen, speaker, microphone, extension cords and power strips at least 60 minutes before registration opens. Bring the presentation files on the laptop and verify both sound and image before participants enter.

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