Circus Workshop Checklist

A circus workshop needs more than juggling equipment and a willing group. You need registrations, parent contacts, consent forms, a safe room layout and clearly marked activity zones before anyone arrives. This checklist puts the work in a practical order, from confirming the venue and workshop leaders to setting out mats, stations and refreshments. It also covers the details that are easy to miss, such as dietary requirements, name stickers, extension cords and the welcome safety briefing.

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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

Send invitations
Process registrations
Collect dietary requirements
Confirm venue
Confirm workshop leaders
Update participant list
Check parent contacts
Print consent forms
Prepare name stickers
Check circus equipment
2 people
Purchase missing materials
Do the shopping
Chill drinks
Portion snacks
2 people
Set out safety instructions
Set up the music playlist
Mark Off Work Zones
2 people
Set up tables and chairs
3 people
Roll out landing mats
2 people
Set up circus stations
3 people
Set up the reception table
2 people

Event

Register participants
2 people
Give welcome briefing
2 people
Explain safety rules
2 people
Lead the group warm-up
2 people
Supervise juggling stations
3 people
Guide the balance stations
3 people
Supervise acrobatics safely
3 people
Serve drinks and snacks
2 people
Refill drinks
Supervise free practice
3 people
Guide the presentation moment
2 people
Check out participants
2 people

Aftercare

Gather circus supplies
3 people
Clear tables and chairs
3 people
Store landing mats
2 people
Wash dishes
2 people
Collect waste
2 people
Clean the floor and tables
2 people
Return borrowed equipment
Handle lost and found

What to bring

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

Furniture

Tablesqty 6
Chairsqty 36
Reception desk

Sports equipment

Crash matsqty 8
Juggling ballsqty 36
Juggling scarvesqty 36
Juggling hoopsqty 12
Diabolosqty 8
Flowersticksqty 8
Balance boardsqty 6
Walking stiltsqty 6
Balance lineqty 2
Gym ringsqty 6
Conesqty 12
Hoopsqty 12
Soft practice ballsqty 12
Supply binsqty 6

Equipment

Bluetooth speaker
Extension cordsqty 2
Power stripsqty 2

Tableware

Reusable cupsqty 40
Reusable platesqty 40
Reusable cutleryqty 40

Kitchen

Coolersqty 3
Thermos flasksqty 3
Serving jugsqty 3
Cutting boardsqty 2
Serving plattersqty 6
Serving utensilsqty 6

Decorations

Circus flagsqty 4
Name stickersqty 40
Markersqty 12
Paper tapeqty 6

Cleaning

Waste binsqty 4
Cleaning clothsqty 12
Bucketsqty 2
Floor squeegeesqty 2

Catering

Groceries

Tips

Confirm the venue and workshop leaders before sending invitations, then keep one updated participant list as registrations come in. Check parent contact details early so missing information does not delay registration on the day.
Print consent forms and prepare name stickers before setup day. Keep the forms at the reception desk and allow time to check that every child has completed the required paperwork.
Inspect every circus item before participants arrive, including crash mats, balance equipment, juggling props and stilts. Buy or borrow missing materials at least 2–3 days beforehand rather than discovering gaps during setup.
Mark off work zones before rolling out the mats and building the circus stations. Leave clear routes between tables, chairs and stations, and keep extension cords and power strips away from walking areas.
Prepare snacks and drinks after the activity layout is fixed, not before. Chill drinks, portion snacks and set out reusable cups, plates and cutlery so the welcome period does not compete with equipment setup.

Frequently asked questions

How far in advance should I organise a circus workshop?: Start at least 3–4 weeks before the workshop. Use the first week to confirm the venue and leaders, then allow 1–2 weeks for invitations, registrations, dietary requirements and consent forms.
What equipment do I need for a circus workshop?: Plan equipment by station, including juggling balls, scarves, hoops, diabolos, flowersticks, balance boards, a balance line, gym rings and walking stilts. Provide crash mats and cones for safety, and check the full set 2–3 days before the workshop.
How long before the workshop should setup begin?: Allow at least 90 minutes for setup when you need tables, chairs, a reception desk, mats and several circus stations. Add another 30 minutes if equipment still needs inspection or drinks and snacks need preparing.
What should happen when participants arrive at a circus workshop?: Use the first 10–15 minutes to register participants, check parent contacts and collect any outstanding consent forms. Follow this with a welcome briefing, safety rules and a group warm-up before opening the stations.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.