Co-creation session checklist

A co-creation session needs more than a good workshop program. You need a confirmed participant list, a workable room layout, prepared group materials and tested presentation equipment. This checklist takes you from opening registration to welcoming participants and setting up the workstations. It also covers details that are often left too late, such as dietary requirements, name badges, printed worksheets, cold drinks and the final technology check.

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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

Compile the participant list
Send invitations
Open the registration form
Process registrations
Reserve a room
Develop the program
2 people
Select teaching methods
2 people
Collect dietary requirements
Place catering order
Confirm final participants
Prepare group assignments
Prepare worksheets
Prepare presentation
Check supplies
2 people
Make name badges
Print handouts
Do the shopping
2 people
Chill drinks
Remind participants

Event

Open room
2 people
Set up tables and chairs
3 people
Set up workstations
2 people
Set up the registration table
Test presentation materials
2 people
Hang decorations
2 people
Set up the buffet
3 people
Set up the welcome table
Receive participants
2 people
Hand out name badges
Handle the opening
Lead the introduction round
2 people
Host the first workshop session
3 people
Serve coffee break
2 people
Refill drinks
Lead the Second Workshop Session
3 people
Serve dinner buffet
3 people
Present the results
2 people
Facilitate the networking session
2 people
Handle the final drink round
See participants off
2 people

Aftercare

Collect waste
2 people
Wash dishes
2 people
Clear tables and chairs
3 people
Clear workstations
2 people
Clean the room
3 people
Sort materials
2 people
Return borrowed items
Send thank-you message to participants

What to bring

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

Furniture

Tablesqty 8
Chairsqty 50
Buffet tablesqty 2
Stoolsqty 6
Coat racksqty 2
Waste binsqty 4

Tableware

Dinner platesqty 55
Breakfast platesqty 55
Glassesqty 60
Coffee cupsqty 50
Cutlery setsqty 55
Serving spoonsqty 8

Equipment

Projector
Projection screen
Laptop
HDMI cableqty 2
Power stripsqty 4
Extension cordsqty 4
Portable speaker

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Serving traysqty 6
Cutting boardsqty 3
Bread knivesqty 3

Decorations

Name badgesqty 55
Tableclothsqty 8
Colorful garlandsqty 6
Flower arrangementsqty 4
Wayfinding signsqty 6

Workshop materials

Flip chartsqty 6
Flip chart paperqty 12
Markersqty 60
Sticky notesqty 30
Worksheetsqty 60
Pensqty 60
Rolls of tapeqty 6

Lighting

Table lampsqty 6
String lightsqty 4

Cleaning

Microfiber clothsqty 8
Floor squeegee
Bucketsqty 2
Hand brush and dustpanqty 2

Catering

Groceries

Tips

Open the registration form early enough to process responses before ordering catering. Confirm the final participant count and dietary requirements before placing the order.
Prepare the group layout after registrations close. Assign participants to groups, then set up tables, chairs, workstations and materials so each group can start without waiting.
Test the laptop, projector, screen, HDMI cable, speaker, power strips and extension cords before participants arrive. Bring a backup copy of the presentation and worksheets.
Print worksheets and make name badges before the day of the session. Set up the registration table with the participant list, badges and any arrival instructions.
Allow at least 60 minutes before the start time for opening the room, arranging furniture, preparing coffee and cold drinks, checking catering and finishing the presentation setup.

Frequently asked questions

How far in advance should I send co-creation session invitations?: Send invitations at least 3 to 4 weeks before the session so people have time to register. Close registration early enough to confirm the final group size, dietary requirements and group assignments before preparing materials.
When should I order catering for a co-creation session?: Place the catering order after registrations close and aim for 5 to 7 days before the session. Confirm the final participant count and dietary requirements first, then keep a small buffer for late changes.
How early should I arrive to set up a co-creation session?: Arrive at least 60 minutes before participants are due. This gives you time to arrange tables and chairs, prepare workstations and the registration table, chill drinks, and test the projector and presentation equipment.
How many worksheets and name badges should I prepare?: Prepare one worksheet set and one name badge for every confirmed participant, plus 2 to 3 spare copies and badges. Print the final version after the participant list and group division are confirmed.

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