What you need for a writing workshop

A writing workshop needs more than notebooks and pens. Plan supplies for every participant, printed exercises, name badges, presentation equipment and a simple coffee break. Buy or gather core materials at least one week ahead, then check quantities against your final registration list two days before the workshop. Keep spare stationery, extension cords and blank paper available so a missing pen or technical problem does not interrupt the exercises.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 35
Table runnersqty 8
Coat racksqty 2
Waste binsqty 4

Writing supplies

Notebooksqty 35
Ballpoint pensqty 50
Pencilsqty 40
Erasersqty 35
Pencil sharpenersqty 10
Markersqty 20
Finelinersqty 35
Colored pencilsqty 10
Sticky notesqty 12
Drawing paperqty 200
Envelopesqty 40
Name badgesqty 40
Foldersqty 35
Worksheetsqty 120

Equipment

Laptop
Projector
Projector screen
Portable speaker
Extension cordsqty 3
Power stripsqty 4
HDMI cableqty 2
Presentation clicker

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 2

Tableware

Mugsqty 40
Drinking glassesqty 40
Platesqty 40
Cutlery setsqty 40
Serving bowlsqty 6
Serving spoonsqty 6
Water carafesqty 6
Serving traysqty 4

Decorations

Table décorqty 8
Inspiration cardsqty 40

Lighting

Atmosphere lightsqty 6

Cleaning

Dish brushesqty 3
Trash bag holdersqty 4

Catering

Groceries
- Coffee beans - 2 packs
- Tea - 4 boxes
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 4 liters
- Lemons - 8 pieces
- Mineral water - 12 bottles
- Sparkling water - 8 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Cucumbers - 6 pieces
- Cherry tomatoes - 1.5 kilos
- Carrots - 1 kilo
- Grapes - 2 kilos
- Apples - 40 pieces
- Bananas - 35 pieces
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Rice cakes - 4 packs
- Whole grain crackers - 5 packs
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Young cheese - 2 kilos
- Garlic-free hummus - 2 tubs
- Whole grain bread - 8 loaves
- Pistolets - 40 pieces
- Herb butter - 4 tubs
- Mixed salad - 8 bags
- Pasta salad - 5 kilos
- Vegetarian quiche - 4 pieces
- Vegetable soup - 6 liters
- Falafel sandwiches - 35 pieces
- Garlic sauce - 3 bottles
- Yogurt dressing - 3 bottles
- Vegan brownies - 40 pieces
- Cookies - 6 packs
- Napkins - 200 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 6 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- Cleaning spray - 2 bottles
- Sponges - 6 pieces
- Toilet paper - 24 rolls
- Hand soap - 4 bottles

Tips

Provide one notebook, two ballpoint pens and one pencil per participant, plus at least 10% extra pens and pencils for losses or late additions.
Print one worksheet or writing exercise for each participant and prepare 10% extra copies. Put them in folders before people arrive so the session can start without sorting papers.
Prepare one name badge per participant and keep at least five blank badges and extra markers at the registration table for corrections or walk-ins.
Check the laptop, projector, screen, HDMI cable and presentation clicker the day before. Bring extension cords and power strips, and test the full setup in the workshop room rather than only at home.
For a one-hour coffee break, allow two drinks per person in the first hour, then one additional drink per person for each further hour. Set up coffee machines, kettles and thermos flasks before participants arrive.

Frequently asked questions

What stationery do I need for a writing workshop?: For each participant, prepare one notebook, two ballpoint pens, one pencil and the printed worksheets. Add at least 10% spare pens, pencils and worksheets, plus shared erasers, pencil sharpeners, markers, fineliners, colored pencils, sticky notes and drawing paper.
How many worksheets should I print for a writing workshop?: Print one complete set per registered participant and add 10% extra copies. For 20 participants, print 22 sets so you can cover late registrations, damaged pages or replacements.
How much coffee and tea do I need for a writing workshop?: Plan two drinks per person for the first hour, then one drink per person for every additional hour. For 20 participants and a two-hour workshop, prepare about 60 servings, using coffee machines, kettles and thermos flasks to keep service moving.
When should I buy supplies for a writing workshop?: Buy stationery, folders, name badges and paper at least one week before the workshop. Check the final participant count and test the laptop, projector and cables two days before, then pack everything the day before.

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