Composition workshop checklist

A composition workshop needs more than a teacher, instruments and a room. You need a clear timetable, participant information, prepared assignments and workstations that are ready before the first arrival. This checklist follows the practical order: confirm registrations, prepare teaching materials, test the technical setup, arrange the room and welcome participants. Use it to avoid late printing, missing cables, untested audio equipment and unclear dietary information 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

Send invitations
Process registrations
Collect dietary requirements
Create the participant list
Set the schedule and times
2 people
Reserve rooms
Schedule teachers and supervisors
Prepare activities
2 people
Develop composition assignments
2 people
Print sheet music and worksheets
Test the equipment
2 people
Do the shopping
2 people
Sort materials
2 people
Open room
Set up tables and chairs
3 people
Set up instruments
2 people
Set up workstations
2 people
Connect the projector and screen
2 people
Connect audio equipment
2 people
Set up the reception table
Prepare coffee and tea
2 people

Event

Receive participants
2 people
Register attendance
Explain the workshop program
Demonstrate composition techniques
2 people
Guide participants individually
3 people
Set out break drinks
Serve snacks
2 people
Refill drinks
Have compositions performed
3 people
Check the recordings
Guide the presentation moment
2 people
See participants off
2 people

Aftercare

Switch off equipment
2 people
Store instruments
2 people
Clear tables and chairs
3 people
Wash dishes
2 people
Collect waste
2 people
Clean the room
2 people
Count and store materials
2 people
Secure recordings
Return rented items
2 people
Lock up the venue

What to bring

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

Furniture

Tablesqty 8
Chairsqty 22
Reception desk

Equipment

Digital piano
MIDI keyboardsqty 4
Laptopsqty 8
Headphonesqty 8
Portable speaker
Microphone
Projector
Projection screen
Audio recording device
USB sticksqty 6
Extension cordsqty 6
Power stripsqty 6
Charging cablesqty 8

Music equipment

Music standsqty 12
Acoustic guitarsqty 3
Percussion instrumentsqty 6
Metronomesqty 4
Tuning fork
Instrument cablesqty 6
Pensqty 30
Pencilsqty 30
Erasersqty 20
Notebooksqty 20
A4 printing paperqty 250
Ring bindersqty 20

Presentation

Whiteboard
Whiteboard markersqty 6
Sticky notesqty 10

Tableware

Coffee cupsqty 25
Drinking glassesqty 25
Platesqty 25
Cutlery setsqty 25

Kitchen

Coffee maker
Kettlesqty 2
Thermos flasksqty 3
Serving traysqty 3
Scissorsqty 4
Waste binsqty 4

Catering

Groceries

Tips

Set the timetable before inviting participants, including registration, demonstrations, composition work and breaks. Allow at least 15 minutes between major sections so teachers can reset the room and participants can save or discuss their work.
Close registration and collect dietary requirements at least 7 days before the workshop. Use the final participant list to prepare seating, materials and enough notebooks, pens, pencils and erasers for each attendee.
Test the digital piano, MIDI keyboards, laptops, headphones, projector, microphone and audio recorder together at least 1 day before the workshop. Check every extension cord, power strip, charging cable and instrument cable rather than assuming compatible equipment will work.
Prepare composition assignments, sheet music and worksheets before the room opens. Print one complete paper set per participant and keep a few spare copies in a ring binder for damaged pages or last-minute attendees.
Open the room at least 60 minutes before the start time. Set up tables and chairs, connect the projector and audio equipment, place instruments at the workstations, and prepare the reception table so attendance registration does not delay the introduction.

Frequently asked questions

How early should I plan a composition workshop?: Start planning at least 4 to 6 weeks ahead. Reserve rooms, schedule teachers and supervisors, set the programme and send invitations first; leave the final 7 days for dietary information, participant lists and printing.
How many instruments and workstations do I need for a composition workshop?: Plan one usable workstation per participant when individual composition work is expected. Each workstation should have its required instrument or laptop, headphones where needed, writing materials and access to power; confirm the exact number after registration closes.
When should I test the technology for a composition workshop?: Run a complete test at least 1 day before the workshop and repeat a quick check 60 minutes before participants arrive. Test the projector, screen, speaker, microphone, audio recorder, laptops, MIDI equipment and all cables in the arrangement you will use.
How long before the workshop should the room be set up?: Allow at least 60 minutes for room setup and 15 minutes for a final equipment check. This covers tables, chairs, instruments, workstations, presentation equipment, the reception table, coffee and tea, and attendance materials.

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