What you need for a writing workshop

A writing workshop needs more than notebooks and pens. Participants also need a clear place to work, materials for shared exercises, and easy access to drinks and refreshments. Use this list to check quantities before shopping: plan one notebook and one pen per participant, plus spare supplies for late registrations or lost items. Check dietary requirements before ordering catering, and test the laptop, projector, speaker and power connections before the workshop day.

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What to bring

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

Furniture

Tablesqty 5
Chairsqty 22
Reception desk
Stoolsqty 2

Equipment

Laptop
Projector
Projection screen
Extension cordsqty 3
Power stripsqty 3
Bluetooth speaker

Kitchen

Coffee maker
Kettlesqty 2
Thermos flasksqty 3
Coolersqty 2
Serving plattersqty 6
Serving spoonsqty 4

Tableware

Platesqty 24
Bowlsqty 24
Glassesqty 30
Coffee cupsqty 24
Cutlery setsqty 24
Water jugsqty 4

Writing supplies

Notebooksqty 22
Ballpoint pensqty 30
Pencilsqty 24
Erasersqty 24
Markersqty 12
Markersqty 24
Sticky notesqty 10
Whiteboard
Whiteboard markersqty 6
Paper cutter
Name badgesqty 24

Decorations

Tableclothsqty 5
Clipboardsqty 5
Pen holdersqty 5

Cleaning

Waste binsqty 3

Catering

Groceries
- Coffee beans - 1 kilogram
- Tea Bags - 50 pieces
- Black tea - 1 box
- Herbal tea - 1 box
- Oat milk - 4 liters
- Semi-skimmed milk - 3 liters
- Sugar - 1 kilogram
- Sweetener - 1 box
- Spa Blauw - 24 bottles
- Sparkling mineral water - 12 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Apple juice - 4 liter
- Orange juice - 4 liters
- Lemons - 6 pieces
- Apples - 24 pieces
- Bananas - 20 pieces
- Grapes - 2 kilogram
- Mandarins - 20 pieces
- Paprika chips - 3 bags
- Plain chips - 3 bags
- Salted nuts - 2 bags
- Rice cakes - 3 packs
- Hummus - 4 tubs
- Cream cheese - 3 tubs
- Young cheese - 1,5 kilogram
- Aged cheese - 1 kilogram
- Turkey breast - 1 kilogram
- Vegetarian spread - 4 tubs
- Whole grain bread - 8 loaves
- White rolls - 30 pieces
- Wraps - 30 pieces
- Mixed salad - 2 kilogram
- Cucumbers - 6 pieces
- Cherry tomatoes - 2 kilograms
- Bell peppers - 8 pieces
- Carrots - 2 kilogram
- Chickpeas - 6 cans
- Olive oil - 1 bottle
- Balsamic vinegar - 1 bottle
- Salt - 1 pack
- Black pepper - 1 jar
- Mayonnaise - 1 jar
- Mustard - 1 jar
- Ketchup - 1 bottle
- Butter - 500 grams
- Cookies - 4 packs
- Brownies - 30 pieces
- Paper towels - 4 rolls
- Toilet paper - 12 rolls
- Trash bags - 1 roll
- Dish soap - 1 bottle
- All-purpose cleaner - 1 bottle
- Sponges - 4 pieces
- Microfiber cloths - 6 pieces

Tips

Buy one notebook and one ballpoint pen per participant, then add at least 10% spare supplies. Keep pencils, erasers, markers and sticky notes available for exercises that involve editing or group work.
Plan one chair and one usable writing surface per participant, with a few extra seats if the registration list is not final. Workstations should leave enough room for a notebook, handouts and a drink.
For a half-day workshop, prepare at least one glass or cup and two drinks per person, plus water jugs. If coffee is served throughout the session, allow one coffee cup per participant and keep extra cups ready at the coffee station.
Print one worksheet and one handout set per participant at least one day ahead, plus 10% extra copies. Prepare name badges and a printed participant list before the reception table opens.
Check presentation equipment the day before: laptop, projector, projection screen, Bluetooth speaker, extension cords and power strips. Pack the correct cables and test the full setup in the room rather than only switching on the laptop.

Frequently asked questions

What stationery do I need for a writing workshop?: Provide one notebook and one ballpoint pen per participant, with at least 10% extra. Add pencils, erasers, markers and sticky notes for drafting, editing and group exercises.
How many handouts should I print for a writing workshop?: Print one complete set per registered participant and add 10% extra copies. Have them ready at least one day before the workshop so missing pages can be reprinted in time.
How much coffee and water do I need for a writing workshop?: For a half-day session, plan roughly two drinks per person, including water, coffee or tea. Provide one cup or glass per participant and keep extra tableware available for replacements.
When should I check the equipment for a writing workshop?: Check the laptop, projector, screen, speaker and power connections at least one day before the workshop. Test them again when setting up, especially if the room or presentation has changed.

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