What to buy for a writing workshop
A writing workshop needs more than notebooks and pens. Plan one complete set of writing materials for every participant, plus shared supplies for prompts, exercises and group work. You will also need practical items for registration, presentations, refreshments and room setup. Buy or prepare the consumables at least two to three days beforehand, then place each participant’s materials on the tables before doors open.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 5
- Chairsqty 24
- Registration desk
- Coat rack
- Flip chart stand
Stationery
- Writing notebooksqty 24
- Ballpoint pensqty 30
- Pencilsqty 24
- Erasersqty 24
- Markersqty 12
- Sticky notesqty 6
- Index cardsqty 100
- Name badgesqty 24
- Document foldersqty 24
- Worksheetsqty 50
- Envelopesqty 24
- Paper clipsqty 2
Equipment
- Laptop
- Projector
- Projection screen
- Power stripsqty 4
- Extension cordsqty 3
- Digital timer
Tableware
- Coffee mugsqty 24
- Drinking glassesqty 24
- Platesqty 24
- Cutlery setsqty 24
- Serving traysqty 4
- Thermos flasksqty 3
- Water jugsqty 3
- Serving plattersqty 4
Decorations
- Tableclothsqty 5
- Directional signsqty 6
Kitchen
- Cutting boardsqty 2
- Bread knivesqty 2
Cleaning
- Waste binsqty 3
Catering
- Groceries
- Coffee beans - 2 packs
- Decaf coffee - 1 pack
- Tea bags - 3 boxes
- Semi-skimmed milk - 4 liter
- Oat milk - 2 liter
- Sugar - 1 kilo
- Mints - 1 box
- Flat mineral water - 24 bottles
- Sparkling mineral water - 12 bottles
- Apple juice - 4 liter
- Orange juice - 4 liters
- Lemons - 6 pieces
- Apples - 24 pieces
- Bananas - 20 pieces
- Grapes - 3 kilos
- Butter cookies - 4 packs
- Dark chocolate - 4 bars
- Paprika chips - 3 bags
- Plain chips - 3 bags
- Salted crackers - 4 packs
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Young cheese - 2 kilos
- Brie - 1 kilo
- Grape jam - 2 jars
- Mayonnaise - 1 bottle
- Mustard - 1 jar
- Ketchup - 1 bottle
- Sandwiches - 30 pieces
- Vegetarian sandwiches - 10 pieces
- Vegan sandwiches - 5 pieces
- Gluten-free rolls - 4 pieces
- Mixed salad - 3 kilos
- Cherry tomatoes - 2 kilos
- Cucumbers - 6 pieces
- Olives - 3 jars
- Paper napkins - 3 packs
- Trash bags - 2 rolls
- Paper towels - 4 rolls
- Toilet paper - 12 rolls
- Dish soap - 2 bottles
- Dish sponges - 2 packs
- All-purpose cleaner - 1 bottle
Tips
- Prepare one writing notebook, two ballpoint pens and one pencil per participant, then add 10% extra for late registrations, lost pens or damaged supplies.
- Print one worksheet set per participant and bring at least five spare sets. Keep them in document folders so pages for different exercises do not get mixed up.
- For a workshop with presentations, check the laptop, projector, projection screen, power strips and extension cords at least one day before. Pack the correct connection cables with the laptop.
- Plan two to three coffee or tea servings per person for a three-hour workshop, plus water throughout the session. Set out mugs, glasses, serving trays, thermos flasks and water jugs before registration starts.
- Prepare name badges, envelopes, index cards, sticky notes and markers the evening before. Put badges and a registration list at the desk, with 10% spare badges for last-minute attendees.
Frequently asked questions
- What stationery do I need for a writing workshop?
- For each participant, prepare one writing notebook, two ballpoint pens, one pencil and one eraser. Add one worksheet set and keep about 10% extra supplies for replacements and late registrations.
- How many worksheets should I print for a writing workshop?
- Print one complete set per registered participant and at least five spare sets. If you expect 20 participants, prepare 25 sets so a late arrival or reprint does not interrupt the exercise.
- How much coffee and tea do I need for a writing workshop?
- For a three-hour workshop, allow two to three servings of coffee or tea per person, plus water. For 20 participants, that means planning roughly 40 to 60 hot drinks and enough mugs, glasses and water for the whole session.
- When should I buy supplies for a writing workshop?
- Buy stationery, name badges and refreshments two to three days before the workshop. Test the laptop, projector, power strips and extension cords at least one day ahead, and set out the materials before participants arrive.
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