Facilitator Toolkit: My training room checklist, 20 years in the making

Contents

The Faciliators Mindset

Workshop Essentials for Every Facilitator Toolkit

Training Facilitator Equipment That Keeps You Plugged In and Stress-Free

The Extra Equipment That Elevates a Facilitator’s Toolkit

Fixes for Common Venue Problems

My Training Room Toolkit – Final Thoughts

 

#1. The Facilitators Mindset

After 20 years in this field, including 13 years running my own business, my facilitator toolkit has been honed and refined to perfection.

From state-of-the-art training centres in global HQs, to dimly lit rooms in the back of an industrial estate with one flipchart pen (dried out, of course). I’ve seen it all.

My first career in the British Army taught me a great deal about being prepared for anything.  It drilled into me the value of meticulous preparation, planning for contingencies, and having everything you need squared away (ex-forces folks will appreciate the language there) and easy to access.

That military mindset, coupled with a slightly obsessive streak, means I now approach every workshop and leadership programme with the same philosophy: control the controllables, and have a backup plan for everything else.

That’s why my training facilitator’s kitbag has become something of a portable command centre, packed with the tools, tech, and small-but-mighty items that keep things running smoothly, no matter what’s thrown at me.

In this post, I’m sharing exactly what’s on my training room checklist, from the absolute essentials to the little extras that make life easier (plus some Amazon links if you want to pick anything up yourself).

 

4 Essential Kitbags Every Training Facilitator Needs in Their Toolkit

#1. Workshop Essentials for Every Facilitator Toolkit

Ask any experienced facilitator, and they’ll tell you it’s not the flashy tech or slide deck that makes the session. It’s the little things. The pens, prompts, props, and post-its that help you set the tone, hold the space, and keep the session flowing.

These are the tools I use in every workshop, the ones that live in my grab-and-go kit, neatly packed into Amazon Basics travel bags (more on those in a sec).

They’re simple, practical, and absolutely essential.

What’s inside:

• Mr Sketch Scented Markers
  If you know, you know. Bold, colourful, and still working when you uncap them. Unlike the dried-up felt tips most venues provide. Scented, too to help ensure my sessions are catering to all intelligences. When people notice, they also add a bit of intrigue and get a laugh or two.
• Black Sharpies
  Because it’s basically illegal to run a workshop without them, right?
• Post-it Notes – Various Sizes
  From standard to extra-large. I use them for everything: exercises, visual instructions, and bookmarks on flipcharts. And after hundreds of events, I still have a stack in my hand at the start of every session with my key bullet points on to keep the first 30 minutes tight and purposeful.
• Fidget Toys for the Tables
  Increasingly, I’m switching to wooden ones for sustainability. Whether it’s tactile focus for neurodiverse delegates or just something to occupy the hands while the brain works, they’re small additions with a big impact.
• Blu Tack
  For getting flipcharts up on the walls when the venue hasn’t thought about presentation space (which is often).
• Masking Tape
  Ideal for venues that frown upon Blu-Tack. Also brilliant for creating floor grids, pathways or zones for more physical activities.
• Scissors
  Because venues never seem to have a pair to hand.
• 2B Pencils
  A neat trick – use these to write light notes to yourself on flipcharts that delegates won’t see from a distance.
• Tisserand Room Sprays
  A sensory layer to the space — used to manage mood, boost energy, or signal a reflective shift. Scent is powerful for anchoring learning states.
• Selection of Felt Tip Pens
  You’d be amazed how many people turn up without a pen. These cater to everyone, especially those with a more visual approach who enjoy doodling or colour-coding their notes.
• Chimes
  My go-to tool for drawing attention or bringing a discussion to a gentle close. Far more pleasant than shouting or clapping, and they create a calm, consistent rhythm to the session.
• Sammy the Sea Star*
  Gifted by the brilliant Richard Nugent back in 2013. Sammy’s been in every single session I’ve run since, yes, even the virtual ones. If you’ve been in a workshop with me, you’ve probably met him.

*Sammy sidenote – he used to be called ‘Sammy the Star Fish’ until I was working with a group of leaders running aquariums in Australia and New Zealand for Merlin Entertainment, and they politely – but firmly – informed me it’s a Sea Star.

Facilitator Toolkit – Pro Tip:

Everything goes into Amazon Basics packing cubes — they keep it all neat, protected, and easy to grab. And here’s the real secret: how you pack up at the end of one session determines how calm you’ll feel setting up for the next.

 

#2. Gadget Bag One: Training Facilitator Equipment That Keeps You Plugged In and Stress-Free

 

So, let’s start with the tech. Specifically, the bag I reach for first when I arrive at a venue and need to plug in, get connected, and stay calm under pressure.

This little black bag might not look like much, but it’s saved my bacon more times than I can count.

Whether I’m running a training session in a high-tech global HQ or trying to get a projector working in a dusty training room with zero tech support, this kit helps me plug in, adapt, and stay calm.

It’s all about flexibility and redundancy, ensuring I’ve the right cable or connector to make their equipment work with my gear.

What’s inside:

• Apple USB-C Power Adapter – A solid workhorse. Labelled with “BM Leadership” so it always comes home.
• Wavelink USB-C Hub – My go-to for connecting to screens, projectors, or anything else venues throw at me.
• Selection of HDMI and VGA adapters – Because you never know what kind of input you’ll be dealing with.
• USB-C and Apple Lightning Connectors to 3.5mm headphone jack adapters – These tiny lifesavers let me play audio or mood music straight from my phone (or anyone else’s), which helps manage the energy in the room.
• Backup memory stick – Just in case your laptop really won’t connect to the screen.

Neatly packed carry case to keep everything tidy, visible, and ready to go in seconds.

Facilitator Toolkit – Pro Tip:

I label all my gear with my business name using a Dymo label printer, not just for branding, but also to prevent confusion with the venue or the client’s kit.

That’s the essentials in my facilitator toolkit for getting set up and connected, but there’s a second layer of tech I always carry.

 

#3. Gadget Bag Two: The Extra Equipment That Elevates a Facilitator’s Toolkit

The next bag in my training room checklist isn’t about compatibility, it’s about experience. It helps me manage the energy in the room and keeps things flowing when the unexpected happens.

 

This one’s my second-line tech kit, all neatly stored in an Amazon Basics hard-shell case. It’s the kind of bag that rarely gets noticed but contains the little bits of magic that keep a session smooth, flexible, and focused.

While Gadget Bag One is all about connecting to the venue’s kit, this one’s about atmosphere, energy, and resilience.

What’s inside:

• Kensington Clicker (with spare batteries)
  A clicker you trust is worth its weight in gold. This one is reliable, with a solid range and a reassuringly simple design. The spares are there because clickers always run out just when you need them.
• Newentor CO₂ Monitor
  This one often raises eyebrows, but it’s a secret weapon. When CO₂ levels rise, people often feel foggy and sluggish. This helps me keep tabs on ventilation and concentration. A minor tweak can make a big difference in engagement.
• Charging Cables (iPhone & Android)
  Yes, for me. But also, for the inevitable “Does anyone have a charger?” moment from a delegate. It’s a tiny act of kindness that builds trust and rapport.
• Satechi Bluetooth Music Controller
  Let’s me start, stop, or skip tracks from across the room. I use music a lot — for energy, reflection, transitions — and this gives me control without needing to hover over the laptop.
• Extra USB-A to USB-C Adapter
  Because when it comes to adapters, one is never enough.
• 3.5mm to 3.5mm Jack Cable and 3.5mm to 6.35mm (¼ inch) Adapter
  These cables connect phones or music devices to portable speakers, venue audio visual (AV) systems, or even public address (PA) systems. That bigger one? It’s often necessary for professional-grade sound equipment.
• iPod (Yes, really.)
  An old-school iPod still earns its place in my kit. It means I can play music without needing my phone or laptop. It’s pure redundancy, and sometimes, that’s what saves the session.
• Logitech Portable Speakers
  Not all venues provide them, and even when they do, the quality’s hit-and-miss. These mean I can play music without tying up the central AV system, keeping things flexible and seamless.

Facilitator Toolkit – Pro Tip:

Think like an event technician; not everything needs to be shiny and new, but it does need to work without fuss. Redundancy isn’t overkill, it’s professionalism.

 

#4. Your Practical Training Room Checklist: Fixes for Common Venue Problems

Even the best content and smoothest facilitation can be derailed by a slamming door or cables that won’t reach. That’s why this set of gear permanently lives in my case and is an essential part of my training room checklist

It’s a simple, scrappy set of tools that allows me to ‘fix’ pretty much anything.

You won’t find these items in most facilitation toolkits, but trust me, once you’ve had to move your laptop halfway across the room or chase a slamming door mid-delivery, you’ll never leave home without them again.

What’s in the kit:

• 5m Multi-Socket Extension Cable (with built-in USB ports)
  Because power outlets are never where you need them. The USB ports are handy for charging music players, powering the CO2 monitor or anything else that needs juice!
• Extra-Long HDMI Cable
  AV set-ups can be unpredictable. Sometimes the main screen is across the room from where you want to stand. This gives you freedom to set up where you work best, not where the cable ends.
• Gaffer Tape
  Essential for taping down loose cables (health & safety bonus), but also brilliant for quick fixes. I’ve used it to fix flipchart stands, hide branding, and even mend a delegate’s broken suitcase.
• Door Stop
  A low-tech hero. Keeps doors propped open so people can move freely – especially helpful during breaks or when you want a room to feel more welcoming.
• Anti-Crash Handle Cover
  One of those niche but genius additions: it stops doors slamming shut and disturbing the room when someone nips out or venue staff come and go with lunch. It’s a tiny thing that has a significant impact on the atmosphere.

Facilitator Toolkit –  Pro Tip:

Write your name on the doorstop with a permanent marker – they have a habit of being “borrowed” by venue teams who suddenly realise they need them elsewhere.

My Training Room Toolkit: Final Thoughts

This facilitator toolkit has evolved over two decades of hard-won experience, and not just to help me feel more prepared.

Every item plays a part in helping me deliver sessions that are brain-friendly, engaging, and designed for real-world learning transfer. Because when the space feels good, the materials work, and people can focus without distraction, the learning sticks.

If you’re an L&D professional and want to explore how well your team’s workshops align with Brain-Friendly and Accelerated Learning principles, I’ve created a simple scorecard you can use.

It’s a quick self-check tool to reflect on your current practice, and a way to spot a few quick wins too.

Click here to complete the free scorecard.

Would you like this kit list in a PDF with links to purchase some of the items?

Email me at chat@ben-morton.com, and I’ll email you a facilitator’s checklist PDF with links.