What to buy and bring for a workshop

A workshop needs more than chairs, a laptop, and a few handouts. This shopping list covers the practical items participants use during the session, from worksheets and pens to flip charts, sticky notes, presentation equipment, drinks, and tableware. Use the number of registered participants as your starting point, then add a small reserve for late arrivals, misplaced materials, and extra servings. Check equipment connections and consumables before the workshop day, not when participants are already arriving.

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What to bring

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

Furniture

Work tablesqty 6
Chairsqty 45
Buffet tablesqty 2
Reception desk

Equipment

Laptop
Projector
Projection screen
HDMI cableqty 2
Power stripsqty 4
Extension cordsqty 4
Portable speaker
Wireless microphone
Timerqty 2

Writing supplies

Flip chartqty 2
Flipchart padsqty 4
Whiteboard
Whiteboard markersqty 8
Markersqty 50
Ballpoint pensqty 50
Pencilsqty 50
Notepadsqty 50
Sticky notesqty 20
Paper paperclipsqty 100

Presentation

Worksheetsqty 50
Name badgesqty 50
Pen holdersqty 6

Tableware

Coffee cupsqty 50
Glassesqty 50
Platesqty 50
Cutlery setsqty 50
Serving plattersqty 8
Serving tongsqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 2
Cutting boardsqty 2
Bread knivesqty 2
Serving traysqty 4

Decorations

Tableclothsqty 8
Buntingqty 6
Flower arrangementsqty 4
Name badge holdersqty 50

Lighting

Atmosphere lightsqty 4

Cleaning

Waste binsqty 4
Waste sorting binsqty 3
Dishpanqty 2
Dish brushesqty 3
Microfiber clothsqty 8
Broom
Mop
Bucketsqty 2
Hand soap dispensersqty 2

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Sweetener - 1 box
- Milk - 6 liters
- Oat milk - 3 liters
- Lemons - 8 pieces
- Sparkling water - 12 bottles
- Still water - 12 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Baguettes - 12 pieces
- Whole grain bread - 4 loaves
- Mini wraps - 60 pieces
- Cream cheese - 1 kilo
- Hummus - 1 kilo
- Young cheese - 1,5 kilo
- Chicken breast topping - 1 kilo
- Vegetarian spread - 750 gram
- Butter - 500 grams
- Cucumbers - 6 pieces
- Tomatoes - 2 kilos
- Bell peppers - 1 kilo
- Lettuce - 4 heads
- Carrots - 1.5 kilo
- Grapes - 2 kilos
- Apples - 50 pieces
- Bananas - 30 pieces
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Mixed nuts - 2 kilos
- Olives - 1 kilo
- Herb crackers - 6 packs
- Cookies - 6 packs
- Mini muffins - 60 pieces
- Olive oil - 1 bottle
- Balsamic vinegar - 1 bottle
- Mayonnaise - 1 jar
- Ketchup - 1 bottle
- Mustard - 1 jar
- Salt - 1 pack
- Pepper - 1 jar
- Napkins - 200 pieces
- Paper towels - 4 rolls
- Toilet paper - 24 rolls
- Garbage bags - 30 pieces
- Dish soap - 2 bottles
- Dishwasher tablets - 30 pieces
- Hand soap - 2 bottles
- Disinfectant wipes - 2 packs

Tips

Prepare one worksheet, notepad, pen, and name badge per participant, then add 10% extra. For 20 attendees, that means 22 of each item.
Plan at least one writing surface for every 6–8 participants. A flip chart or whiteboard with fresh markers is useful for collecting answers and displaying instructions.
Check the presentation setup at least one day beforehand: laptop, projector, screen, HDMI cable, power strips, and extension cords. Bring a compatible backup cable if the laptop has more than one possible connection.
For a half-day workshop, allow around 3–4 coffee or tea servings per participant and keep water or other drinks available throughout. Buy disposable or reusable cups and enough glasses before ordering catering.
Set up the room with one chair per registered participant plus 5–10% spare capacity. Count tables, chairs, plates, glasses, and cutlery together so the catering setup matches the seating plan.

Frequently asked questions

What stationery do I need for a workshop?: Provide one worksheet, notepad, pen, name badge, and writing surface per participant. Add at least 10% extra, so a group of 20 needs 22 sets.
How many chairs and tables do I need for a workshop?: Plan one chair for every registered participant and add 5–10% spare chairs. Choose the number of work tables based on your seating layout, leaving room for a reception desk, buffet tables, and presentation equipment.
What presentation equipment should I bring to a workshop?: Pack a laptop, projector, projection screen, HDMI cable, power strips, and extension cords. Test the complete setup at least 24 hours before the start and bring a backup connection where possible.
How much coffee and tea should I buy for a workshop?: For a half-day session, budget 3–4 servings per participant, including the arrival break. For 20 people, prepare roughly 60–80 servings, plus cups, glasses, and enough water.

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