Acting Workshop Checklist

An acting workshop runs best when the practical details are settled before the instructor arrives. Book the venue and teacher first, then build the programme, invite participants, and track registrations and dietary requirements. On the day, allow time to check the room, clear the play area, test the speaker or projector, and set up registration and catering. This checklist covers the full sequence, from the first booking to the warm-up and improvisation exercises.

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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 venue
Book teacher
Create the program
Send invitations
2 people
Process registrations
Collect dietary requirements
Confirm participants
Print the run sheet
Check the shopping list
Do the shopping
2 people
Chill drinks
Collect materials
2 people
Check the venue
2 people
Set up tables
2 people
Set out chairs
2 people
Clear the play area
2 people
Test the equipment
2 people
Set up registration desk
Set up catering
2 people
Welcome the Instructor

Event

Register participants
2 people
Serve welcome drinks
2 people
Introduce workshop
Lead theater warm-up
2 people
Lead improvisation exercises
2 people
Serve coffee and tea
2 people
Refill drinks
Prepare scenes
2 people
Serve the buffet
3 people
Collect tableware
2 people
Rehearse scenes
2 people
Lead the short break
Set up presentations
2 people
Present scenes
3 people
Lead the feedback round
2 people
Handle the closing
See participants off
2 people

Aftercare

Clean up food and waste
3 people
Wash dishes
2 people
Clean the room
3 people
Put furniture back
2 people
Switch off the equipment
Check materials
2 people
Return borrowed items
2 people
Keep lost and found items
Send a thank-you gift to participants

What to bring

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

Furniture

Chairsqty 36
Tablesqty 6
Registration desk
Coat rack
Clothes hangersqty 40
Stoolsqty 6

Equipment

Portable speaker
Microphone
Extension cordsqty 3
Power stripsqty 3
Laptop
HDMI cable
Projector
Projection screen

Theater supplies

Playing cardsqty 2
Prop box
Clothing accessoriesqty 20
Hand mirrorsqty 6
Yoga matsqty 12
Soft play ballsqty 6

Presentation

Whiteboard
Whiteboard markersqty 4
Flip chart
Flip chart sheets
Name stickersqty 40
Ballpoint pensqty 40
Notepadsqty 36

Tableware

Glassesqty 40
Coffee mugsqty 40
Platesqty 40
Cutlery setsqty 40
Serving plattersqty 8
Serving tongsqty 4

Kitchen

Coffee maker
Kettlesqty 2
Coolersqty 2
Water jugsqty 4
Cutting boardsqty 2
Bread knivesqty 2

Catering

Groceries

Cleaning

Trash binsqty 4
Cleaning bucketsqty 2
Mopsqty 2
Broom and dustpanqty 2
Towelsqty 6

Lighting

Standing lampsqty 4

Decorations

Fabric backdropsqty 3
Arrows and signageqty 8

Safety

Cable matsqty 4
Flashlightsqty 2

Tips

Book the venue and teacher before sending invitations, then leave enough time to confirm the programme and participant numbers. A clear headcount determines the seating, drinks, catering, and workshop materials.
Set a registration deadline several days before the workshop. Use the final list to confirm attendance, collect dietary requirements, prepare name stickers, and print the run sheet.
Keep the play area free of tables, loose cables, and spare chairs before participants arrive. Leave chairs and tables at the edge of the room so the group can move quickly into warm-ups and improvisation exercises.
Test the portable speaker, microphone, laptop, projector, HDMI cable, extension cords, and power strips during the venue check, not when the workshop is starting. Bring a short video or audio test file so problems are easy to spot.
Set up the registration desk before opening the doors, with name stickers, pens, and notepads ready. Chill drinks in advance and arrange glasses, mugs, plates, and catering so the welcome period does not delay the workshop.

Frequently asked questions

How far in advance should I book an acting workshop venue?: Book the venue and teacher at least 4–6 weeks before the workshop if possible. This gives you time to create the programme, send invitations, process registrations, and confirm the room layout and equipment.
How many chairs do I need for an acting workshop?: Start with one chair per confirmed participant, plus 2–4 spare chairs for the instructor, registration desk, or late changes. Keep most chairs movable or positioned around the edge so the central play area stays clear.
When should I send acting workshop invitations?: Send invitations 3–4 weeks before the workshop and set a registration deadline about 7 days before it. Use the final numbers to confirm participants, collect dietary requirements, and complete shopping and room setup plans.
How early should I arrive to set up an acting workshop?: Arrive at least 90 minutes before participants. Use the first 30 minutes to check the venue and equipment, the next 30 to arrange chairs, tables, the registration desk, and the play area, and the remaining time for catering and materials.

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