What to buy and bring for a Workshop Day
A Workshop Day needs more than worksheets and a presentation. Plan the room setup, refreshments, serving equipment, participant materials, and directional signs before shopping. Use the final participant count to calculate cups, glasses, plates, drinks, and catering, then add a small buffer for last-minute attendees. Check technical items at least one day ahead so a missing cable or power strip does not delay the first session.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Work tablesqty 6
- Chairsqty 36
- Tableclothsqty 6
- Clothing rack
Tableware
- Coffee cupsqty 36
- Glassesqty 50
- Platesqty 40
- Cutlery setsqty 40
- Serving bowlsqty 8
- Serving spoonsqty 6
Equipment
- Laptop
- Projector
- Projection screen
- HDMI cableqty 2
- Extension cordsqty 4
- Power stripsqty 4
- Portable speaker
- Microphone
Kitchen
- Coffee makerqty 2
- Kettlesqty 2
- Thermos flasksqty 4
- Coolersqty 3
- Cutting boardsqty 3
- Bread knivesqty 3
- Serving boardsqty 4
- Bottle openersqty 2
Decorations
- Name badge holdersqty 36
- Name badgesqty 36
- Welcome sign
- Directional signsqty 6
Workshop materials
- Notepadsqty 36
- Ballpoint pensqty 40
- Pencilsqty 40
- Markersqty 12
- Flip chartqty 2
- Flip chart paperqty 2
- Markersqty 24
- Sticky notesqty 12
- Tapeqty 4
- Scissorsqty 12
- Worksheetsqty 120
Cleaning
- Waste binsqty 4
- Dishpanqty 2
- Trash bag holderqty 2
Catering
- Groceries
- Coffee beans - 2 kilograms
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Semi-skimmed milk - 6 liters
- Oat milk - 4 liters
- Sugar - 1 kilogram
- Sweetener - 1 box
- Still water - 36 bottles
- Sparkling water - 24 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Herbal tea with honey - 1 jar
- Lemons - 12 pieces
- Apples - 36 pieces
- Bananas - 36 pieces
- Grapes - 3 kilograms
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Snack mix - 3 bags
- Dark chocolate cookies - 4 packs
- Hummus - 6 tubs
- Cream cheese - 1 kilogram
- Young cheese - 2 kilograms
- Turkey fillet - 1.5 kilograms
- Smoked chicken breast - 1.5 kilograms
- Falafel - 2 kilograms
- Whole wheat wraps - 50 pieces
- Multigrain bread - 6 loaves
- White bread rolls - 40 pieces
- Cucumbers - 8 pieces
- Tomatoes - 3 kilograms
- Bell peppers - 12 pieces
- Arugula - 8 bags
- Raw vegetable salad - 4 kilogram
- Pasta salad - 5 kilograms
- Olives - 3 jars
- Pesto dressing - 3 bottles
- Mayonnaise - 2 jars
- Mustard - 2 jars
- Ketchup - 2 bottles
- Vegetarian pasta sauce - 4 jars
- Parmesan cheese - 500 grams
- Basil - 6 bunches
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Olive oil - 2 bottles
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper napkins - 150 pieces
- Coffee filters - 2 packs
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 6 pieces
- Microfiber cloths - 12 pieces
- Paper towels - 6 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
Tips
- Buy or prepare 5–10% extra cups, glasses, plates, and cutlery beyond the confirmed participant count. A few people will need a replacement, and late arrivals should not leave you short.
- Plan drinks by time of day: allow 2–3 drinks per person for the first hour, then 1–2 per person for each additional hour. Chill bottled drinks in coolers before guests arrive and keep coffee and tea supplies separate.
- Match tableware to the catering format. For a buffet, count one plate and one cutlery set per participant, then add serving bowls, serving spoons, serving boards, and bread knives for shared food.
- Pack the presentation kit together: laptop, projector, projection screen, HDMI cable, extension cords, and power strips. Test the complete setup at least 24 hours before the workshop, not just the laptop.
- Prepare name badges, holders, a welcome sign, and directional signs before the day itself. Put the signs up at least 30 minutes before registration opens so participants can find the room without interrupting the welcome.
Frequently asked questions
- What do I need to buy for a Workshop Day?
- Plan for refreshments, catering, tableware, workshop materials, name badges, and presentation equipment. For each confirmed participant, allow one place setting plus 5–10% extra, and check whether the venue already provides tables, chairs, a projector, or kitchen equipment.
- How many drinks should I buy for a workshop?
- Allow 2–3 drinks per person during the first hour, followed by 1–2 drinks per person for every additional hour. Include coffee and tea separately, and keep chilled drinks in coolers before participants arrive.
- How much extra catering and tableware do I need?
- Use the confirmed participant list and add 5–10% extra servings where possible. For 30 participants, that means planning for approximately 32–33 people, especially for drinks, plates, glasses, and cutlery.
- When should I check the workshop equipment?
- Check the laptop, projector, screen, HDMI cable, power strips, extension cords, speaker, and microphone at least 24 hours before the Workshop Day. Reconnect and test everything in the actual room on the morning of the event.
Plans a lot like this one
Start this plan in Lizzt
Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.
Organize this event for free with LizztOrganize for free and invite your contacts!