CV Workshop Checklist

A CV workshop needs more than a trainer and a room. You need a clear registration process, enough work materials, working presentation equipment and a practical room layout. This checklist takes you from booking the venue and confirming the programme to welcoming participants, serving refreshments and facilitating the workshop. Use the task list below to keep preparation in order and avoid last-minute gaps such as missing dietary information, untested cables or too few folders and pens.

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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

Reserve venue
Secure the trainer
Send invitations
Process registrations
Collect dietary requirements
Update participant list
Confirm the program
2 people
Check the presentation
Adjust worktops
Print handouts
Prepare name badges
Remind participants
Do the shopping
2 people
Collect materials
2 people
Check the workspace
2 people
Set up tables
3 people
Set up chairs
3 people
Connect the presentation
2 people
Set up flip charts
Distribute work materials
2 people
Set out coffee and tea
2 people
Set up the reception desk

Event

Register participants
2 people
Serve coffee and tea
2 people
Facilitate the workshop
2 people
Serve snacks
2 people
Refill drinks
Host the networking drinks reception
2 people
Collect tableware
2 people

Aftercare

Clear tables and chairs
3 people
Switch off equipment
2 people
Collect waste
2 people
Wash dishes
2 people
Clean the room
2 people
Pack up materials
2 people
Hand over the venue
2 people
Return borrowed items
Send thank-you email

What to bring

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

Furniture

Tablesqty 6
Chairsqty 35
Buffet tableqty 2
Coat rack

Equipment

Laptop
Projector
Projection screen
HDMI cableqty 2
Extension cordsqty 3
Power stripsqty 3
Portable speaker

Presentation

Flip chartqty 2
Flip chart paperqty 4
Markersqty 12
Sticky notesqty 6
Tapeqty 2

Workshop materials

Notepadsqty 35
Ballpoint pensqty 40
Work foldersqty 35
Name badgesqty 35
Badgesqty 35
Document foldersqty 35

Tableware

Coffee cupsqty 35
Drinking glassesqty 35
Platesqty 40
Cutlery setsqty 40
Serving plattersqty 6
Coffee potsqty 3

Catering

Coolersqty 2
Thermos flasksqty 3
Water jugsqty 3
Serving tongsqty 4
Corkscrew
Bottle opener
Groceries

Cleaning

Waste binsqty 3
Washing-up tubsqty 2
Spongesqty 4
Tea towelsqty 6
Soap dispenserqty 2

Tips

Set a registration deadline at least 5–7 days before the workshop. Use the final participant list to confirm dietary requirements, print name badges and prepare the right number of work folders, notepads and pens.
Test the laptop, projector, projection screen and HDMI cable at least 24 hours beforehand. Pack an extension cord and power strip as well; presentation problems often come from connections and power rather than the slides.
Confirm the programme with the trainer 3–5 days before the session and check the presentation against the available timing. This gives you time to print handouts and adjust the room layout for the practical exercises.
Plan the room around the worktops, not just the presentation. Set up tables and chairs before participants arrive, leave clear access to the reception desk and keep flip charts, paper, markers, sticky notes and tape within reach.
Prepare coffee and tea for arrival and the first break, and check the serving quantities before opening. Put cups, glasses, plates and cutlery at the buffet table, with coffee pots or thermos flasks ready so registration does not compete with setup.

Frequently asked questions

How far in advance should I organise a CV workshop?: Book the venue and secure the trainer at least 3–4 weeks before the workshop. Send invitations early enough to close registrations 5–7 days before the event, leaving time to process sign-ups and prepare materials.
How many CV workshop materials do I need per participant?: Prepare one work folder, notepad, pen, name badge and any printed handouts per registered participant. Add 2–3 spare sets so late confirmations, damaged copies or an unexpected attendee do not interrupt the session.
When should I set up the room for a CV workshop?: Complete the main room setup 60–90 minutes before participants arrive. Allow a further 20–30 minutes to connect and test the presentation, arrange the flip charts and place the work materials.
How do I prepare refreshments for a CV workshop?: Set out coffee and tea before registration starts and check the supply again before the break. For a typical half-day session, allow at least 2 cups per participant, plus drinking glasses and enough serving items for the group.

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