Workshop evening shopping list
A workshop evening needs more than worksheets and pens. You also need a practical setup for registration numbers, dietary requirements, refreshments and presentation equipment. Use your confirmed participant count as the basis for quantities, then add a small buffer for materials and drinks. Buy consumables early enough to separate special-diet meals and check that the venue has the furniture and equipment you expect before the evening starts.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 6
- Chairsqty 36
- Coat rack
Tableware
- Coffee cupsqty 40
- Glassesqty 40
- Platesqty 40
- Cutlery setsqty 40
- Serving bowlsqty 6
- Serving traysqty 4
Kitchen
- Coffee makerqty 2
- Kettlesqty 2
- Water jugsqty 4
- Coolersqty 2
- Serving spoonsqty 6
Equipment
- Projector
- Projection screen
- Laptop
- Extension cordsqty 4
- Power stripsqty 4
Workshop materials
- Flip chart
- Flip chart paperqty 2
- Whiteboard markersqty 2
- Worksheetsqty 40
- Notepadsqty 40
- Ballpoint pensqty 40
- Scissorsqty 15
- Glue sticksqty 30
- Colored paperqty 5
- Name badgesqty 40
Decorations
- Tableclothsqty 6
- Directional signsqty 6
Lighting
- LED lampsqty 4
Cleaning
- Waste binsqty 4
Catering
- Groceries
- Coffee - 2 packs
- Black tea - 3 boxes
- Herbal tea - 2 boxes
- Milk - 6 liters
- Oat milk - 3 liters
- Sugar - 1 pack
- Mints - 1 box
- Spa Blauw - 6 bottles
- Sparkling water - 4 bottles
- Cola - 3 bottles
- Cola Zero - 3 bottles
- Sinas - 2 bottles
- Apple juice - 2 cartons
- Lemons - 6 pieces
- Herbal tea with honey - 1 jar
- Whole wheat bread - 5 loaves
- White bread - 3 loaves
- Whole wheat wraps - 3 packs
- Young cheese - 1,5 kilogram
- Hummus - 6 tubs
- Chicken breast slices - 1 kilogram
- Cream cheese - 6 tubs
- Cucumbers - 6 pieces
- Tomatoes - 2 kilograms
- Bell peppers - 1 kilogram
- Lettuce - 4 heads
- Grapes - 2 kilogram
- Apples - 30 pieces
- Bananas - 20 pieces
- Plain chips - 4 bags
- Paprika chips - 4 bags
- Unsalted nuts - 1 kilogram
- Rice cakes - 4 packs
- Cookies - 5 packs
- Olives - 4 jars
- Ketchup - 1 bottle
- Mayonnaise - 1 bottle
- Napkins - 4 packs
- Paper towels - 4 rolls
- Toilet paper - 12 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- Sponges - 6 pieces
- Cleaning wipes - 2 packs
Tips
- Plan one worksheet, notepad and ballpoint pen per participant, plus 10% extra for late additions, damaged pages or people who need a replacement. Prepare name badges for every attendee before doors open.
- For a two-hour workshop, allow around 500–750 ml of water per person, plus two hot drinks per person if coffee or tea is served. Bring extra cups, glasses and serving spoons rather than relying on an exact count.
- Buy or pack workshop materials according to the activity: allow at least one pair of scissors and one glue stick for every two to three participants, with extra colored paper for test pieces and mistakes.
- Check presentation equipment at least one day before the workshop. You need the laptop, projector, projection screen, extension cords and power strips, and should test the connection in the actual room.
- Keep dietary meals separate and clearly marked before serving. Finalise the dietary-requirement list no later than 48 hours before the event so you can shop for the right portions instead of guessing.
Frequently asked questions
- What do I need for a workshop evening?
- Plan for participant materials, refreshments, tableware, furniture and presentation equipment. For each participant, prepare a worksheet, notepad, pen and name badge, then add about 10% extra consumables.
- How much coffee and water do I need for a workshop?
- For a two-hour evening, allow roughly 500–750 ml of water and two hot drinks per person. Buy or prepare enough cups and glasses for everyone, with at least 10% extra for refills and replacements.
- How many workshop supplies should I buy per person?
- Provide one worksheet, notepad, pen and name badge per participant, plus 10% spare. For shared activities, one pair of scissors and one glue stick per two to three people is a workable starting point.
- When should I buy supplies for a workshop evening?
- Buy standard stationery and serving supplies at least three to five days beforehand. Confirm dietary requirements and purchase special-diet meals at least 48 hours before the workshop, then check equipment one day before.
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