Data visualization workshop checklist

A data visualization workshop needs more than a good presentation. You need working datasets, prepared practice files, reliable laptops and adapters, and a room layout that supports hands-on work. Start with the program and registration, then confirm dietary requirements and catering before preparing the technical setup. On the day, allow time to inspect the hall, arrange workstations, test the projector and Wi-Fi, and set out worksheets, badges, drinks, and coffee before participants arrive.

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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

Develop the program and format
2 people
Reserve the venue and hall
Send invitations
Open the registration form
Process registrations
Collect dietary requirements
Update participant list
Send confirmation and route
Order catering
Check the presentation and datasets
2 people
Prepare practice files
Test the equipment
2 people
Print worksheets and badges
Do the shopping
2 people
Chill drinks
Bring materials to the venue
2 people
Open and inspect the hall
2 people
Set up tables and chairs
3 people
Set up workstations
2 people
Set up projector and screen
2 people
Set up reception table
Set out coffee and tea
2 people

Event

Receive participants
2 people
Explain the program and house rules
Give an introduction to data visualization
Assist with the first rehearsal
2 people
Provide coffee break
2 people
Refill drinks
Guide the second rehearsal
2 people
Set up buffet
3 people
Serve dinner
3 people
Clear dishes and buffet
2 people
Guide the in-depth assignment
2 people
Have results presented
Distribute the closing items and materials
Check out participants
2 people

Aftercare

Switch off equipment
2 people
Clear the hall
3 people
Wash dishes
2 people
Clean the room
2 people
Collect and take away waste
2 people
Return materials
2 people
Send participant materials digitally

What to bring

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

Furniture

Tablesqty 8
Chairsqty 36
Reception desk
Buffet tableqty 2

Equipment

Laptopsqty 6
Laptop chargersqty 6
Projector
Projection screen
HDMI adaptersqty 3
Presentation clicker
Power stripsqty 8
Extension cordsqty 4
Wi-Fi router
USB sticksqty 10

Presentation

Flip chartsqty 2
Flipchart markersqty 12
Whiteboard
Whiteboard markersqty 6
Worksheetsqty 36
Notepadsqty 36
Ballpoint pensqty 40
Sticky notesqty 12
Name badgesqty 36
Adhesive tapeqty 3

Tableware

Coffee cupsqty 40
Water glassesqty 40
Platesqty 40
Cutlery setsqty 40
Serving spoonsqty 6

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Cutting boardsqty 2
Bread knivesqty 2
Serving plattersqty 8
Serving utensilsqty 8

Cleaning

Dishpanqty 2
Dish brushesqty 2
Spongesqty 6
Trash binsqty 4
Broom and dustpan
Mop and bucket
Soap dispenserqty 2

Catering

Groceries

Tips

Close registration far enough in advance to update the participant list, collect dietary requirements, and order catering for the confirmed number rather than guessing on the day.
Prepare the presentation, datasets, and practice files at least one day before the workshop. Open every file on the laptops you will use so missing fonts, permissions, or broken links are found early.
Test the full presentation setup together: projector, screen, HDMI adapters, clicker, power strips, extension cords, and Wi-Fi router. A short test with the actual laptop is more useful than checking each item separately.
Set up one complete workstation before repeating the layout across the room. Each participant should be able to reach a laptop charger, power source, practice files, worksheets, notepad, and pen without leaving the table.
Arrive early enough to chill drinks, make the reception table, arrange badges, and set out coffee and tea before doors open. Keep a few spare worksheets, pens, USB sticks, and adapters at the front of the room.

Frequently asked questions

How early should I start planning a data visualization workshop?: Start at least 4–6 weeks before the workshop. This gives you time to develop the format, reserve the hall, open registration, process responses, confirm dietary requirements, and order catering.
When should I prepare the datasets and practice files?: Prepare them at least 3 days before the workshop and run a final test the day before. Check that every file opens on the workshop laptops and that participants can access the files without special permissions.
How long before the workshop should I test the equipment?: Test the projector, screen, HDMI adapters, clicker, power, and Wi-Fi at least 24 hours beforehand. Repeat a shorter check when you open the hall, because cables, room connections, or network access may have changed.
How much setup time does a data visualization workshop need?: Allow 90–120 minutes for setup when you need tables, chairs, workstations, reception, presentation equipment, coffee, and participant materials. Add extra time if the laptops or Wi-Fi belong to the venue and need configuration.

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