Beat-making workshop checklist: plan it step by step

A beat-making workshop depends on more than laptops and MIDI controllers. You need a clear registration process, tested software, prepared project templates and enough time to connect every workstation before participants arrive. This checklist takes you from confirming the venue and workshop leaders to backing up teaching materials and testing the sound system. It also helps you catch common late-stage problems, such as missing adapters, uncharged equipment or audio files that have not been collected.

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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 venue and access
Confirm workshop leaders
Send invitations
Open the registration form
Process registrations
Collect dietary requirements
Update participant list
Send participant information
Order catering
Develop the workshop program
2 people
Prepare beatmaking exercises
2 people
Create project templates
Test workshop software
2 people
Collect audio files
Make a backup of teaching materials
Arrange workstations
2 people
Print presentation and handouts
Inventory equipment
2 people
Charge equipment
2 people
Do the shopping
2 people
Bring equipment to the venue
2 people
Set up tables and chairs
3 people
Connect workstations
3 people
Install project templates
2 people
Test sound system
2 people
Set up catering and drinks
2 people

Event

Receive participants
3 people
Register attendance
2 people
Explain the program and house rules
Demonstrate beatmaking
Guide participants individually
3 people
Serve coffee break
2 people
Refill drinks
Explain sampling and setup
Guide participants individually
3 people
Serve dinner
3 people
Finalize final mixes
3 people
Export and back up tracks
2 people
Present participants' work
Give farewell and follow-up information

Aftercare

Switch off equipment
2 people
Disconnect equipment
3 people
Clear workstations
3 people
Collect the dishes
2 people
Remove waste
2 people
Clean the venue
3 people
Put the tables and chairs back
3 people
Store equipment safely
2 people
Return equipment
2 people
Send digital tracks afterwards

What to bring

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

Furniture

Tablesqty 8
Chairsqty 34
Desk lampsqty 15

Equipment

Laptopsqty 15
MIDI controllersqty 15
Audio interfacesqty 15
Headphonesqty 17
Studio monitorsqty 2
Presentation laptop
Projector
Projection screen
Microphoneqty 2
USB sticksqty 20
USB hubsqty 8
USB cablesqty 20
Audio and jack cablesqty 20
Power stripsqty 10
Extension cordsqty 8
Cable reelsqty 2
Adaptersqty 10
Spare batteriesqty 2

Tableware

Mugsqty 36
Glassesqty 36
Platesqty 36
Cutlery setsqty 36
Serving bowlsqty 6
Serving spoonsqty 4

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 3
Cutting boardsqty 2
Bread knivesqty 2
Scissorsqty 2
Coolersqty 2

Decorations

Name badgesqty 35
Pensqty 40
Notepadsqty 35
A4 printing paper
Tapeqty 3
Directional signsqty 6

Cleaning

Bucketsqty 2
Cleaning clothsqty 10
Broom and dustpanqty 2
Mopqty 2

Catering

Groceries

Tips

Confirm venue access early enough to allow setup before the workshop starts. You need time to arrange tables and chairs, connect workstations, install templates and complete a full sound check.
Test the workshop software and project templates on every laptop, not just the presentation laptop. Open at least one exercise from start to finish so missing plug-ins or permissions are found before the day.
Charge laptops, MIDI controllers and other rechargeable equipment the day before. Pack spare batteries, power strips, extension cords, adapters and USB hubs together so setup does not depend on last-minute shopping.
Keep participant information, dietary requirements and the updated registration list in one final version. Send the practical details before the workshop, including arrival information and what participants should expect to use.
Back up teaching materials and collected audio files in two places before travelling to the venue. Bring USB sticks as a fallback, then test the projector, microphone, headphones and studio monitors after everything is connected.

Frequently asked questions

How far in advance should I plan a beat-making workshop?: Start venue and workshop-leader confirmations at least 4 to 6 weeks before the event. Open registration early enough to process sign-ups, collect dietary requirements and send participant information at least 7 days before the workshop.
How long does it take to set up a beat-making workshop?: Allow at least 2 hours for tables, chairs, workstations, cables, project templates and the presentation setup. Reserve another 30 minutes for testing the sound system and resolving equipment problems.
What equipment do I need for a beat-making workshop?: Plan one laptop, MIDI controller, audio interface and pair of headphones per workstation, plus a presentation laptop, projector and projection screen. Bring USB hubs, USB and audio cables, power strips, extension cords, adapters and spare batteries for backup.
When should I test the beat-making software and templates?: Test the software and templates at least 3 days before the workshop, then repeat the check after transporting the equipment. Open each template on the actual laptops and make sure the audio outputs, MIDI controllers and headphones work.

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