What to Buy for a Workshop Day

A workshop day needs more than printed worksheets and a projector. Plan the items that keep registration, coffee breaks, catering and presentations moving without last-minute shopping. Your list includes tableware, serving equipment, coffee supplies, cooling and warming equipment, plus cables and power distribution for each room. Check quantities against your final registration numbers, then separate supplies by room and set-up point before the day starts.

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What to bring

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

Furniture

Tablesqty 12
Chairsqty 60
Buffet tablesqty 3
Registration desk
Stoolsqty 8

Tableware

Coffee cupsqty 60
Glassesqty 60
Dinner platesqty 60
Dessert platesqty 60
Forksqty 60
Knivesqty 60
Spoonsqty 60
Serving spoonsqty 8
Serving plattersqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Cutting boardsqty 3
Chef's knifeqty 3
Serving traysqty 6
Food warmersqty 3
Bread basketsqty 4

Equipment

Projectorqty 2
Projection screensqty 2
Laptopsqty 3
HDMI cablesqty 3
Power stripsqty 8
Extension cordsqty 6
Portable speakersqty 2
Microphone
Flip chartsqty 4
Flipchart standsqty 4

Workshop materials

Notebooksqty 60
Ballpoint pensqty 70
Pencilsqty 40
Markersqty 40
Colored pencilsqty 40
Writing paperqty 500
Flip chart sheetsqty 100
Sticky notesqty 20
Tapeqty 8
Scissorsqty 20
Glue sticksqty 20
Rulersqty 20
Name stickersqty 70
Work foldersqty 60
Table labelsqty 12

Decorations

Wayfinding signsqty 8
Tableclothsqty 12
Chalkboardsqty 4
Vasesqty 8

Lighting

Table lampsqty 6

Cleaning

Waste binsqty 8
Washing-up tubsqty 3
Spongesqty 6
Dish brushesqty 3
Bucketsqty 4
Mopsqty 4
Broom setsqty 2

Catering

Groceries
- Coffee - 2 packs
- Tea - 100 bags
- Decaf coffee - 1 pack
- Milk - 6 liters
- Oat milk - 3 liters
- Sugar - 1 kilo
- Sweetener - 1 box
- Lemons - 8 pieces
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Spa Blue - 48 bottles
- Spa Rood - 24 small bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Apples - 50 pieces
- Bananas - 40 pieces
- Grapes - 4 kilos
- Mandarins - 40 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 5 bags
- Party nuts - 3 kilo
- Rice cakes - 4 packs
- Crackers - 6 packs
- Hummus - 2 kilos
- Cream cheese - 1 kilo
- Young cheese - 2 kilos
- Herbed hummus - 1 kilo
- Cucumbers - 8 pieces
- Cherry tomatoes - 3 kilos
- Carrots - 3 kilos
- Bell peppers - 12 pieces
- Sandwich rolls - 70 pieces
- Whole grain bread - 8 loaves
- White bread - 6 loaves
- Herb butter - 1 kilo
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pesto - 4 jars
- Olive oil - 2 bottles
- Balsamic vinegar - 1 bottle
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Italian herbs - 1 jar
- Garlic - 4 bulbs
- Onions - 2 kilos
- Pasta - 5 kilos
- Pasta sauce - 8 jars
- Diced tomatoes - 8 cans
- Chickpeas - 8 cans
- Corn - 6 cans
- Kidney beans - 6 cans
- Mixed salad - 5 kilos
- Arugula - 1 kilo
- Cucumber - 8 pieces
- Feta - 1 kilo
- Grated cheese - 2 kilos
- Tortilla wraps - 80 pieces
- Vegetarian meatballs - 4 kilo
- Chicken pieces - 4 kilos
- Vegetable mix - 5 kilos
- Rice - 5 kilo
- Yogurt sauce - 3 liters
- Chili sauce - 2 bottles
- Egg-free mayonnaise - 1 bottle
- Vegan cheese - 500 grams
- Gluten-free rolls - 10 pieces
- Vegan wraps - 10 pieces
- Cookies - 6 packs
- Brownies - 60
- Whipped cream - 4 cans
- Ice cubes - 10 kilos
- Napkins - 200 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Disinfectant spray - 2 bottles
- Hand soap - 4 bottles
- Paper towels - 8 packs
- Sponge cloths - 3 packs

Tips

Plan tableware for every registered participant, plus at least 10% extra for cups, glasses, plates and cutlery. Add separate serving spoons, platters and trays so food service does not rely on personal tableware.
Set up the coffee station with enough cups for two drinks per person during the first hour. Check that coffee machines, kettles and thermos flasks match the available sockets and can be refilled during the day.
Assign one cooler or cold-storage solution for drinks and check it at least 4 hours before guests arrive. Drinks take time to chill, especially when several workshop rooms share the same supply.
Test every presentation setup with the actual laptop, projector, screen and HDMI cable at least 60 minutes before opening. Bring power strips and extension cords for each room rather than moving them between sessions.
Keep registration and wayfinding supplies separate from workshop materials. Put name badges, printed information and signs at the entrance, while worksheets and other materials are distributed in each workshop room before participants arrive.

Frequently asked questions

How much tableware do I need for a workshop day?: Count one place setting per registered participant and add 10% extra. For 50 participants, prepare at least 55 coffee cups, glasses, dinner plates, dessert plates and sets of forks, knives and spoons.
How many drinks should I buy for a workshop?: Plan two drinks per person for the first hour, then one drink per person for each additional hour, adjusting for the catering schedule and weather. For a six-hour day with 50 participants, that is roughly 350 drinks before allowing for coffee and dietary preferences.
When should I chill drinks for a workshop day?: Put drinks in coolers or other cold storage at least 4 hours before arrival. If the quantity is large or the drinks start at room temperature, chill them the evening before.
When should I test the projector and cables?: Test the complete setup at least 60 minutes before participants enter the room. Use the presentation laptop, projector, screen, HDMI cable, power strips and extension cords that will be used during the workshop.

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