What to Buy and Bring for a Workshop Day

A workshop day needs more than handouts and a projector. You also need a working registration point, enough seating, presentation equipment, coffee supplies, refreshments and clearly labelled materials. Plan quantities from your confirmed participant count, then add a small buffer so a missing cup, marker or snack does not disrupt the day. This checklist helps you shop and pack the items that are most often forgotten until setup starts.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 50
Reception desk
Stoolsqty 6

Tableware

Coffee cupsqty 50
Glassesqty 60
Platesqty 60
Cutlery setsqty 60
Coffee spoonsqty 50

Equipment

Projector
Projection screen
Laptop
HDMI cableqty 2
Power stripsqty 4
Extension cordsqty 4
Portable speakersqty 2
Microphone
Flip chartqty 2
Coolersqty 3

Kitchen

Coffee makerqty 2
Water jugsqty 6
Serving spoonsqty 8
Cutting boardsqty 3
Knivesqty 4
Small bowlsqty 12
Thermos flasksqty 4

Decorations

Name card holdersqty 50
Tableclothsqty 8
Wayfinding signsqty 6
Markers for name tagsqty 10

Workshop materials

Notepadsqty 50
Ballpoint pensqty 60
Flip chart paperqty 2
Whiteboard markersqty 12
Sticky notesqty 10
A4 paperqty 500
Scissorsqty 12
Glue sticksqty 12
Color markersqty 12
Tapeqty 6

Cleaning

Waste binsqty 6
Trash bag holdersqty 6
Cleaning bucketsqty 2
Mopsqty 2
Dustpan and brushqty 2

Catering

Groceries
- Coffee - 2 packs
- Tea - 3 boxes
- Sugar - 2 packs
- Milk - 6 liters
- Oat milk - 3 liters
- Lemon - 6 pieces
- Spa Blauw - 6 bottles
- Spa Red - 4 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Ice cubes - 6 bags
- Mini water bottles - 50 pieces
- Wholemeal bread - 6 loaves
- White bread - 4 loaves
- Whole wheat wraps - 40 pieces
- Hummus - 8 tubs
- Cream cheese - 6 tubs
- Young cheese - 3 kilos
- Hummus vegetables - 3 kilos
- Chicken breast slices - 2 kilos
- Vegetarian spread - 6 tubs
- Unsalted butter - 2 packs
- Mayonnaise - 2 bottles
- Mustard - 2 jars
- Ketchup - 2 bottles
- Lettuce - 6 heads
- Cucumber - 8 pieces
- Tomatoes - 3 kilos
- Bell peppers - 2 kilos
- Apples - 50 pieces
- Bananas - 40 pieces
- Grapes - 4 kilos
- Nut mix - 2 kilo
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snacks - 4 bags
- Cookies - 8 packs
- Brownies - 50 pieces
- Olive oil - 1 bottle
- Pepper - 1 jar
- Salt - 1 pack
- Napkins - 200 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 4 packs

Tips

Buy tableware for every participant plus 10% extra: for 30 people, that means 33 cups, glasses, plates and cutlery sets. Add at least 10 extra coffee spoons because they disappear quickly at the coffee station.
Plan drinks by session rather than by guesswork. For a half-day workshop, allow roughly 1 litre of water per person, plus coffee and tea supplies for the arrival break and one later break; chill drinks at least 4 hours before participants arrive.
Pack presentation equipment together and test it at the venue the day before. Bring the laptop, projector, projection screen, HDMI cable, power strips, extension cords, speakers and microphone, and keep one spare HDMI adapter with the technical kit.
Prepare name badges and wayfinding signs before the day itself. Bring one name card holder or badge per participant, markers for name tags, and signs for the entrance, reception desk, workshop rooms and coffee station; print 10% spare badges for late registrations.
Do not shop only for the planned catering. Check dietary requirements before buying snacks, then prepare serving spoons, small bowls, cutting boards and knives alongside the food so refreshments can be served immediately rather than unpacked during the first session.

Frequently asked questions

How much water and coffee do I need for a workshop day?: For a half-day workshop, plan about 1 litre of water per participant, plus coffee and tea for arrival and one break. For 30 participants, prepare at least 30 litres of water and add around 10% extra for speakers and refills.
How many chairs and tables do I need for a workshop?: Provide one chair per registered participant, plus 2 spare chairs for facilitators or late arrivals. Table quantities depend on the room layout, but confirm the final arrangement after the program is fixed so every participant has a usable writing surface.
What technical equipment should I bring to a workshop day?: Bring a laptop, projector, projection screen, HDMI cable, power strips, extension cords, portable speakers and a microphone when needed. Test the full setup at least 24 hours beforehand and pack one spare HDMI adapter and a backup presentation file.
When should I prepare the workshop materials and name badges?: Finish name badges and participant materials at least one day before the workshop. Pack the materials in labelled supply crates and place the registration list, badges and markers at the reception desk before participants start arriving.

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