What to Buy for a Workshop Day

A Workshop Day needs more than handouts and coffee. You will need room equipment, workshop materials, registration supplies and enough tableware for breaks. Buy or gather consumables after registrations close, so dietary requirements and final attendance are reflected in your order. Check every room’s power, presentation and writing setup at least one day before the event, then pack materials per workshop instead of sorting them at the registration desk.

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What to bring

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

Furniture

Tablesqty 12
Chairsqty 45
Registration desk
Stoolsqty 6

Equipment

Laptopsqty 5
Projectorsqty 2
Projection screensqty 2
Extension cordsqty 6
Power stripsqty 6
Portable speakersqty 2
Microphone
Flip chartsqty 5

Workshop materials

Flipchart padsqty 10
Markersqty 40
Notepadsqty 45
Ballpoint pensqty 50
Pencilsqty 30
Erasersqty 20
Sticky notesqty 20
A4 paperqty 500
Colored paperqty 300
Scissorsqty 15
Glue sticksqty 15
Rolls of tapeqty 8
Name badgesqty 50
Clipboardsqty 15
Worksheetsqty 50

Tableware

Reusable coffee cupsqty 50
Drinking glassesqty 50
Platesqty 50
Cutlery setsqty 50
Serving plattersqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3

Decorations

Tableclothsqty 12
Direction signsqty 10

Lighting

Atmosphere lightsqty 6

Cleaning

Bucketsqty 3
Spongesqty 6
Dish brushesqty 3

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Mints - 1 box
- Milk - 6 liters
- Oat milk - 3 liters
- Spa Blauw - 8 bottles
- Sparkling mineral water - 4 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Bananas - 45 pieces
- Apples - 45 pieces
- Grapes - 3 kilos
- Mini cucumbers - 3 kilos
- Cherry tomatoes - 3 kilos
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Tortilla chips - 4 bags
- Hummus - 6 tubs
- Cream cheese - 3 tubs
- Young cheese - 2 kilos
- Vegetarian sandwich filling - 3 packages
- Whole grain bread - 8 loaves
- White rolls - 50 pieces
- Gluten-free rolls - 6 pieces
- Butter - 3 packs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 1 bottle
- Mixed salad - 5 bags
- Pasta salad - 4 kilo
- Vegetarian wraps - 50 pieces
- Chicken breast topping - 1 kilo
- Falafel - 2 kilos
- Yogurt dressing - 2 bottles
- Cookies - 6 packs
- Brownies - 50 pieces
- Napkins - 200 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Trash bags - 2 rolls
- Hand soap - 4 bottles

Tips

Prepare one participant pack per registration: a notepad, ballpoint pen, printed worksheets and a name badge. Add a small surplus of 5–10% for late registrations, damaged pages and missing items.
Pack each workshop’s flipchart pad, markers, sticky notes, A4 or colored paper, scissors, glue sticks and tape in a separate box. Label the box with the room and workshop name before setup day.
Count laptops, projectors, screens, speakers and microphones by room, then add one tested extension cord and power strip per equipment cluster. Test every presentation connection before participants arrive.
For the registration desk, prepare the participant list, badges, clipboards and spare pens in one place. Keep at least 10 blank badges and 10 extra printed copies of key handouts for last-minute changes.
Order refreshments from the confirmed attendance rather than the invitation list. Check dietary requirements at least 3 days before shopping, and chill drinks and arrange reusable cups, glasses and plates before the first break.

Frequently asked questions

What supplies do I need for a Workshop Day?: Plan for four groups of supplies: participant materials, workshop activities, presentation equipment and refreshments. For each attendee, prepare a notepad, pen, worksheet and name badge, then add 5–10% spare copies and materials.
How many workshop materials should I buy per person?: Provide one notepad, one pen, one worksheet set and one name badge per participant. For shared items such as markers, sticky notes, scissors, glue sticks and tape, prepare at least one complete set per workshop room and keep 10% spare supplies.
When should I shop for a Workshop Day?: Buy standard non-perishable materials 1–2 weeks beforehand. Complete the food and drink order after registrations close, ideally 3–5 days before the event, when dietary requirements and attendance numbers are known.
How much spare equipment and stationery should I bring?: Bring 5–10% extra stationery and printed handouts, plus at least one spare laptop charger, extension cord and power strip where possible. Test all projectors, screens, microphones and speakers no later than the day before the workshop.

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