Brainstorming workshop checklist

A productive brainstorming workshop depends on more than a good idea and a few sticky notes. You need a clear programme, focused questions, the right room layout, working presentation equipment, and enough materials for every participant. This checklist takes you from setting the date and collecting registrations to preparing coffee, testing the projector, and opening the venue. Use it to see what must be arranged early, what can wait until the final week, and what is commonly forgotten on the day.

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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

Set the date and program
2 people
Reserve venue
Send invitations
Process registrations
Collect dietary requirements
Update participant list
Develop the program and activities
2 people
Formulate brainstorm questions
2 people
Prepare presentation
Prepare worksheets
Print worksheets
Prepare name badges
Order catering
Do the shopping
2 people
Check equipment
Collect materials
2 people
Remind participants
Open venue
2 people
Ventilate room
Set up tables
3 people
Set out chairs
2 people
Set up workstations
3 people
Connect presentation equipment
Lay out worktops
2 people
Prepare coffee and tea
2 people
Set out snacks and fruit
2 people

Event

Receive participants
2 people
Explain the program and house rules
Facilitate introductions
2 people
Facilitate the first brainstorming round
2 people
Serve coffee break
2 people
Facilitate the second brainstorming round
2 people
Refill drinks
Set up the dinner buffet
3 people
Serve dinner
3 people
Facilitate idea clustering
2 people
Have priorities chosen
2 people
Record action items
Handle the closing
See participants off
2 people

Aftercare

Collect waste
2 people
Wash dishes
2 people
Clear tables and chairs
3 people
Switch off the equipment
Clean the room
3 people
Pack up materials
2 people
Lock up the venue
2 people
Return rental items
Thank participants
Distribute action points

What to bring

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

Furniture

Tablesqty 6
Chairsqty 36
Buffet table
Coat racksqty 2

Tableware

Dinner platesqty 36
Dessert platesqty 36
Mugsqty 36
Drinking glassesqty 48
Cutlery setsqty 36
Serving spoonsqty 6
Scissorsqty 12

Equipment

Projector
Projection screen
Laptop
HDMI cableqty 2
Extension cordsqty 4
Power stripsqty 4
Wireless microphone

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Cutting boardsqty 3
Bread knivesqty 2
Serving bowlsqty 8
Serving traysqty 4
Coolersqty 2

Workshop materials

Flip chartsqty 4
Flip chart paperqty 8
Sticky notesqty 20
Markersqty 40
Pensqty 40
Worksheetsqty 40
Name badgesqty 40
Voting stickersqty 300
Tapeqty 6
Whiteboard erasersqty 4

Decorations

Tableclothsqty 6
Directional signsqty 6

Cleaning

Waste binsqty 4
Bucketsqty 2
Mopsqty 2
Cleaning clothsqty 12
Rubber glovesqty 4

Catering

Groceries

Tips

Set the programme before sending invitations. Allow time for introductions, several brainstorming rounds, breaks, and a clear closing; participants need to know what they are signing up for.
Ask for dietary requirements during registration, not a few days before the workshop. Update the participant list as responses arrive so catering, name badges, worksheets, and workstations match the final number.
Test the laptop, projector, projection screen, HDMI cable, microphone, extension cords, and power strips together before participants arrive. A cable that fits the laptop but not the projector is a common last-minute problem.
Prepare one workstation per participant and add spare markers, sticky notes, and scissors. Put flip chart paper on the flip charts before the session starts so the first activity does not lose time.
Open and ventilate the room before setup, then arrange tables and chairs around the activities rather than leaving a fixed classroom layout. Set up coffee and tea early, using thermos flasks so refreshments remain available during the first working block.

Frequently asked questions

How far in advance should I organise a brainstorming workshop?: Set the date and reserve the venue at least 4 to 6 weeks ahead, especially if several people must attend. Send invitations once the programme and registration method are ready, then confirm the final participant list about 1 week before the workshop.
How many sticky notes and markers do I need per participant?: Allow at least 20 to 30 sticky notes and 1 marker per participant for a standard workshop, with 10% extra supplies available. Add more if the format includes several independent idea-generation rounds.
When should I test the projector and presentation equipment?: Test the laptop, projector, screen, HDMI cable, microphone, extension cords, and power strips together 1 to 2 days before the workshop. Reconnect everything during room setup and keep the presentation file on the laptop as well as a backup copy.
How early should I prepare coffee and catering for a workshop?: Confirm the catering order and dietary requirements about 1 week before the event. Prepare coffee and tea before participants arrive, and place cups, drinking glasses, plates, cutlery, and serving utensils where they can be reached without interrupting the workshop.

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