AI workshop checklist: what to arrange and when

An AI workshop needs more than a trainer and a few laptops. You need clear learning objectives, a working registration process, tested demonstrations and a room where every participant can start without technical delays. This checklist takes you from booking the date and venue to welcoming participants and preparing coffee. Use it to keep planning on schedule and to catch the details people often leave until the last minute, such as adapters, chargers, dietary requirements and internet testing.

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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

Confirm date and location
Develop the program and learning objectives
2 people
Confirm trainers and supervisors
Create a registration form
Send invitations
Process registrations
Confirm registrations
Collect dietary requirements
Send technical requirements
Create worksheets and program
2 people
Confirm the venue and booking
Test presentations and demos
2 people
Finalize the participant list
Prepare name badges
Do the shopping
2 people
Collect materials
2 people
Remind participants

Event

Open venue
2 people
Check the venue
2 people
Set up tables and chairs
3 people
Connect the technical equipment
2 people
Test presentations and internet
2 people
Set up workstations
3 people
Prepare coffee and tea
2 people
Receive participants
3 people
Hand out name badges
2 people
Opening and safety instructions
2 people
Give a basic AI explanation
Serve snack breaks
2 people
Refill drinks
Supervise practical exercises
3 people
Handle questions and cases
2 people
Set up the dinner buffet
3 people
Serve dinner buffet
3 people
Lead an in-depth workshop
2 people
Supervise the final task
3 people
Share results and sources
Check out participants
2 people

Aftercare

Collect waste and tableware
3 people
Switch off equipment
2 people
Put tables and chairs back
3 people
Wash dishes
2 people
Clean the room
3 people
Check and pack materials
2 people
Return borrowed items
Send participant email

What to bring

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

Furniture

Tablesqty 8
Chairsqty 36

Equipment

Laptopsqty 30
Projector
Projection screen
HDMI cablesqty 3
HDMI adaptersqty 6
Power stripsqty 8
Extension cordsqty 6
Chargersqty 30
Timerqty 2

Tableware

Coffee cupsqty 36
Glassesqty 36
Platesqty 36
Cutlery setsqty 36
Serving plattersqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Cutting boardsqty 2
Bread knivesqty 2
Serving spoonsqty 6

Decorations

Name badgesqty 36
Table numbersqty 8
Welcome sign

Paper goods

Worksheetsqty 40
Notepadsqty 36
Pensqty 40
Flipchart padsqty 2
Flip chart markersqty 12
Sticky notesqty 12

Catering

Groceries

Tips

Set the learning objectives before writing the programme. For a hands-on session, decide how much time participants need at each workstation and include at least one timed exercise rather than filling the agenda with presentations.
Test every presentation, demo and internet-dependent activity at the venue before the workshop. Check the projector, screen, HDMI cables, adapters, power strips and extension cords with the same laptops participants will use.
Close registration early enough to prepare the room properly. Once the participant list is final, prepare name badges, table numbers, worksheets and enough notepads and pens for every attendee, plus a small spare supply.
Ask for dietary requirements when people register, not a few days before the event. Plan coffee and tea service before participants arrive, including cups, glasses, plates, cutlery and serving equipment.
Prepare workstations before opening the venue. Charge laptops, place chargers where people can reach them, connect the technical equipment, test the internet and leave a clear place for worksheets and notes at each seat.

Frequently asked questions

How far in advance should I plan an AI workshop?: Start booking the venue and confirming trainers at least 6–8 weeks before the workshop. Open registration early enough to collect dietary requirements and technical needs, then finalise the participant list several days before the event.
How many laptops do I need for an AI workshop?: Plan one working laptop per participant unless the exercises are deliberately collaborative. Prepare at least one spare laptop and check every charger, power strip, extension cord and required adapter before the day.
When should I test the AI workshop demos and presentations?: Test them at the venue no later than 1–2 days before the workshop, then run a short check when you open the room. Verify the internet connection, projector, screen, HDMI connection and any accounts or tools used in the exercises.
What should I prepare on the morning of an AI workshop?: Allow at least 60–90 minutes before participants arrive to check the room, arrange tables and chairs, set up workstations, connect equipment, test the internet and prepare coffee and tea. Keep the final participant list and name badges at the reception point.

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