What to buy for a Workshop Day

A Workshop Day needs more than flip charts and coffee. You will need serving equipment for breaks, presentation gear for each room, and enough stationery and craft supplies for every participant. Start with the confirmed registration count, then add a small reserve for shared items such as pens, cups and handouts. Check dietary requirements before buying food, and test laptops, projectors and power supplies before participants arrive.

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What to bring

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

Furniture

Tablesqty 10
Chairsqty 60
Buffet tablesqty 3
Coat racksqty 2

Tableware

Reusable platesqty 60
Reusable bowlsqty 60
Reusable cupsqty 80
Coffee cupsqty 60
Cutlery setsqty 70
Pouring jugsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Serving spoonsqty 6
Bowlsqty 10
Coolersqty 3

Equipment

Projector
Projection screen
Laptopsqty 3
Extension cordsqty 6
Power stripsqty 6
Portable speakersqty 2

Workshop materials

Flip chartsqty 4
Whiteboard markersqty 24
Pensqty 70
Pencilsqty 40
Scissorsqty 20
Glue Sticksqty 30
Rulersqty 20
Colored pencilsqty 20
Markersqty 20
A3 drawing paperqty 100
A4 notepadsqty 60
Sticky notesqty 20
Adhesive tapeqty 8
Ropeqty 4
Craft cardboardqty 100
Magazinesqty 30
Worktable runnersqty 10

Decorations

Name badgesqty 70
Directional signsqty 12
Tableclothsqty 10
Adhesive hooksqty 20

Lighting

Table lampsqty 6

Cleaning

Bucketsqty 3
Cleaning clothsqty 12

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Tea assortment - 2 boxes
- Sugar - 1 kg
- Sweetener - 1 box
- Milk - 6 liters
- Oat milk - 3 liters
- Lemons - 6 pieces
- Still water - 8 bottles
- Sparkling water - 8 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Apples - 60 pieces
- Bananas - 40 pieces
- Grapes - 3 kg
- Mandarins - 40 pieces
- Cucumbers - 5 pieces
- Cherry tomatoes - 2 kg
- Carrots - 2 kg
- Paprika chips - 5 bags
- Plain chips - 5 bags
- Tortilla chips - 4 bags
- Hummus - 6 tubs
- Snacks - 4 bags
- Cookies - 8 packs
- Muesli bars - 60 pieces
- Whole grain bread - 8 loaves
- White bread - 4 loaves
- Whole wheat wraps - 4 packs
- Young cheese - 2 kg
- Hummus spread - 1 kg
- Chicken breast topping - 1 kg
- Cream cheese - 6 tubs
- Peanut butter - 2 jars
- Jam - 2 jars
- Herb cream cheese - 4 tubs
- Lettuce - 6 heads
- Tomatoes - 2 kg
- Bell peppers - 12 pieces
- Vegetarian wraps - 20 pieces
- Soup - 8 liters
- Croutons - 3 bags
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Mustard - 1 jar
- Olive oil - 1 bottle
- Pepper - 1 can
- Salt - 1 tin
- Diet-friendly cookies - 3 packs
- Gluten-free bread - 2 loaves
- Paper napkins - 300 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Hand soap - 4 bottles
- Sponges - 6 pieces

Tips

Plan one working pen and one pencil per participant, plus at least 10% extra. Shared supplies disappear quickly when several workshops run at the same time.
For a full-day workshop, allow two to three drinks per person during the first hour and about one drink per person for each following hour. Have coffee, tea and water ready before registration opens.
Match handouts and workshop materials to the registration list at least one day before the event. Prepare 10% extra copies and supply sets so late changes do not interrupt a session.
Count tableware separately from food purchases: provide one reusable cup, plate and cutlery set per person, then add 10% spare capacity. Coffee cups, bowls and pouring jugs are easy to overlook.
Bring one extension cord and power strip for every presentation or equipment area, and label them before setup. Test the projector, screen, laptops and speakers in each room at least 60 minutes before the first workshop.

Frequently asked questions

What do I need to buy for a Workshop Day?: Plan for drinks and break food, reusable plates, bowls, cups and cutlery, coffee and tea equipment, stationery, workshop materials and presentation equipment. Use the final registration number to calculate quantities, then add about 10% spare supplies.
How much stationery do I need per workshop participant?: Provide at least one pen and one pencil per participant, with 10% extra. For hands-on sessions, count scissors, glue sticks and other shared materials by workshop group rather than only by total attendance.
How early should I buy and prepare Workshop Day supplies?: Buy non-perishable supplies at least 3 to 5 days before the event. Check dietary requirements and prepare participant materials one day before, then buy fresh food and chill drinks as close to the event as practical.
How many cups and plates do I need for a workshop event?: Provide one reusable cup, plate and cutlery set per registered participant, plus 10% spare. Add separate coffee cups and enough bowls and serving utensils for the planned break table.

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