Animation Workshop Checklist

An animation workshop needs more than laptops and a projector. You need a reliable registration process, working equipment at every workstation, clear instructions, and materials ready before participants arrive. This checklist takes you from confirming the venue and collecting dietary requirements to testing the projection, preparing handouts, and welcoming attendees. Use it to spot the details that are often left until the last minute, especially power, cables, headphones, seating, and table-by-table materials.

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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 the workshop venue
Send invitations
Process registrations
Collect dietary requirements
Update participant list
Send program to attendees
Check supplies
2 people
Test the equipment
2 people
Do the shopping
2 people
Sort materials
2 people
Print handouts
Make name badges
Chill drinks
Open venue
2 people
Set up tables
3 people
Set out chairs
2 people
Connect projection and sound
2 people
Set up workstations
3 people
Distribute materials per table
3 people
Set up the reception desk

Event

Receive participants
2 people
Register attendance
Serve coffee and tea
2 people
Explain the workshop program
Show animation examples
Explain the storyboard assignment
Guide storyboard assignment
2 people
Serve break snacks
2 people
Refill drinks
Record animations
3 people
Edit animations
3 people
Set up the buffet
2 people
Serve dinner
3 people
Present final results
2 people
Thank participants
See participants off
2 people

Aftercare

Collect waste
2 people
Wash dishes
2 people
Switch off equipment
2 people
Clean work tables
2 people
Pack up materials
3 people
Reset the room
3 people
Clean the floor
Chill leftover food
Return borrowed items
Send participant files
Leave the venue tidy

What to bring

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

Furniture

Tablesqty 6
Chairsqty 24
Tableclothqty 6

Equipment

Laptopsqty 6
Tabletsqty 6
Projector
Projection screen
HDMI cablesqty 3
Power stripsqty 6
Extension cordsqty 6
Headphonesqty 12
Tripodsqty 6
LED lightsqty 6
USB sticksqty 6

Kitchen

Kettleqty 2
Coffee maker
Coolersqty 2

Tableware

Coffee cupsqty 24
Drinking glassesqty 30
Platesqty 30
Cutlery setsqty 30
Serving plattersqty 6
Serving spoonsqty 6

Decorations

Name badge holdersqty 24
Arrow signsqty 6
Presentation board

Lighting

Atmosphere lightsqty 4

Cleaning

Waste binsqty 3
Vacuum cleaner
Mop set
Cleaning bucket
Microfiber clothsqty 8

Workshop materials

Drawing paperqty 200
Storyboard sheetsqty 30
Sketchbooksqty 24
Pencil setsqty 24
Colored pencil setsqty 12
Markersqty 12
Finelinersqty 24
Erasersqty 24
Pencil sharpenersqty 12
Scissorsqty 24
Glue sticksqty 24
Rolls of tapeqty 12
Poster puttyqty 6
Clayqty 12
Backdrop cardboardqty 30
Craft cardboardqty 100
Rulersqty 12
Whiteboard
Whiteboard markersqty 6
Flip chart
Flip chart sheetsqty 30
Work foldersqty 24
Pen setsqty 24

Catering

Groceries

Tips

Test every laptop or tablet, charger, headphone, HDMI cable, and power strip at least one day before the workshop. A projector test alone will not reveal a missing adapter or a workstation that cannot run the activity.
Prepare each workstation before participants arrive: place the required device, headphones, materials, and any tripod or LED light at the correct table. Keep one complete spare setup available for equipment that fails.
Send the program and practical information before the workshop, including the start time, venue instructions, and what participants should expect. Update the participant list after registrations close so name badges and materials match the final numbers.
Open the venue early enough to set up tables, chairs, projection, sound, and the reception desk without rushing. Allow at least 60 minutes for a full room setup when equipment and workstations are involved.
Prepare coffee, tea, and chilled drinks before registration starts, but keep them away from laptops, tablets, cables, and projection equipment. Put waste bins where people can reach them and keep a vacuum cleaner and mop set available for quick spills.

Frequently asked questions

How far in advance should I organise an animation workshop?: Confirm the venue and send invitations at least 3 to 4 weeks before the workshop. Close registrations early enough to update the participant list, collect dietary requirements, and prepare name badges and materials.
How long does it take to set up an animation workshop?: Allow at least 60 minutes for the room setup, and longer if you have several workstations, a projector, sound, and lighting to connect. Test the equipment the day before so setup time is not spent troubleshooting.
What equipment do I need for an animation workshop?: Plan one suitable laptop or tablet per workstation, plus headphones, power strips, extension cords, and the required cables. You will also need a projector and screen for examples and instructions, with at least one spare cable or adapter available.
How many drinks should I prepare for an animation workshop?: For a workshop lasting up to 3 hours, plan around 2 drinks per participant, including coffee, tea, and water or chilled drinks. Add extra cups and glasses so registration and breaks do not leave you short.

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