3D Printing Workshop Checklist

A 3D printing workshop needs more preparation than booking printers and putting laptops on tables. You need working software, tested print files, enough PLA filament, safe hand tools and a clear setup for each participant. Use this checklist to plan the workshop in the right order, from reserving the room and processing registrations to calibrating printers and welcoming participants. It also helps you catch details that are often left until the last minute, such as dietary requirements, spare print beds and compatible cables.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Reserve a room
Reserve printers and laptops
Develop the workshop program
Write practical information
Send invitations
Process registrations
Collect dietary requirements
Check participant list
Send reminder
Test printers technically
2 people
Install software on laptops
2 people
Print sample models
Check filament and tools
Print worksheets and instructions
Do the shopping
2 people

Event

Open room
2 people
Set up tables and chairs
3 people
Set up print stations
3 people
Connect laptops
2 people
Calibrate printers
2 people
Set up the reception desk
Set out coffee and tea
2 people
Receive participants
2 people
Hand out name stickers
Explain the workshop program
Give safety instructions
Demonstrate 3D modeling
Guide participants through design
3 people
Start the first print jobs
3 people
Refill drinks
Serve snack breaks
2 people
Resolve printing issues
2 people
Serve dinner
3 people
Collect tableware and waste
2 people
Edit prints
3 people
Present results
Check the final prints
2 people
Check out participants
2 people

Aftercare

Turn off printers
2 people
Store filament safely
Shut down and collect laptops
2 people
Pack equipment
3 people
Put tables and chairs back
3 people
Wash dishes
2 people
Collect waste
2 people
Clean work area
2 people
Return equipment
2 people
Store leftover materials

What to bring

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

Furniture

Tablesqty 8
Chairsqty 30
Tableclothsqty 8

Equipment

3D Printersqty 6
Laptopsqty 6
Mouse and keyboardqty 6
Power stripsqty 8
Extension cordsqty 8
USB sticksqty 12
Presentation screen
HDMI cableqty 2
Timerqty 6

3D printing material

PLA filament spoolsqty 12
Spare print bedsqty 6
Construction kit glueqty 6
Sandpaperqty 30

Tools

Precision pliersqty 6
Side cuttersqty 6
Deburring bladesqty 12
Putty knivesqty 6
Digital calipersqty 6
Allen key setsqty 6

Safety

Safety gogglesqty 30
Nitrile glovesqty 60

Presentation

Name stickersqty 30
Pensqty 30
Notepadsqty 30
Worksheetsqty 30
Print samplesqty 12
Arrows and signageqty 8

Tableware

Reusable cupsqty 40
Platesqty 30
Cutlery setsqty 30
Serving spoonsqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3

Cleaning

Waste binsqty 4
Washing-up tubsqty 2

Catering

Groceries

Tips

Reserve the room, printers and laptops early enough to allow a full technical test before invitations go out. Check that every laptop can run the chosen software and connect to its assigned printer.
Prepare the workshop program before writing the practical information. Include the arrival time, expected duration, what participants will make and whether printed models can be taken home.
Test every printer with a sample model at least a few days before the workshop. Check the print beds, PLA filament, tools and replacement parts rather than discovering a missing item during the first session.
Set up one complete print station before arranging the rest. Each station should have its laptop, mouse and keyboard, printer connection, power access, tools, safety equipment and clear instructions.
Send a reminder shortly before the workshop with the start time, room details and anything participants need to know. Keep the participant list and dietary requirements available at the reception desk, and prepare name stickers before people arrive.

Frequently asked questions

How far in advance should I plan a 3D printing workshop?: Start planning at least 4 to 6 weeks ahead if you need to reserve a room, printers and laptops. Complete the technical printer and software test no later than 3 to 5 days before the workshop.
How many 3D printers do I need for a workshop?: Plan one printer for each small working group, usually 2 to 4 participants, depending on the activity. Allow extra time if everyone must print an individual model during the same session.
What should I prepare for each 3D printing station?: Prepare a printer, laptop, mouse and keyboard, power access, installed software, filament and the required hand tools for each station. Add safety goggles, gloves and printed instructions where participants will use cutting or finishing tools.
When should I send the reminder for a 3D printing workshop?: Send the reminder 2 to 3 days before the workshop, after registrations and dietary requirements have been checked. Include the arrival time, location, practical instructions and any last-minute changes.

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