Feedback workshop checklist: plan it step by step

A feedback workshop needs more than a set of questions and a room. You need time to shape the programme, collect registrations and dietary requirements, prepare worksheets, and assign facilitators before participants arrive. On the day, allow time to test the projector, arrange work tables, prepare coffee and tea, and set up registration. Use this checklist to work backwards from the workshop date and keep the first feedback round on schedule.

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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 workshop space
Develop the program and activities
2 people
Prepare feedback questions
2 people
Send invitations
Process registrations
Collect dietary requirements
Update participant list
Assign facilitators and roles
2 people
Prepare worksheets and forms
2 people
Prepare the presentation and timer
Send confirmation to participants
Check the shopping list
Do the shopping
2 people
Sort materials
2 people
Prepare name badges
Store catering chilled
2 people
Test equipment in advance

Event

Open and check the room
2 people
Set up tables and chairs
3 people
Set up the presentation equipment
Prepare work materials
2 people
Prepare coffee and tea
2 people
Handle reception and registration
2 people
Introduce workshop
Facilitate the first round of feedback
3 people
Serve break drinks and snacks
2 people
Refill drinks
Lead the second feedback round
3 people
Set up the dinner buffet
3 people
Serve dinner
3 people
Facilitate the third feedback round
3 people
Collect action items
2 people
Wrap up workshop

Aftercare

Collect waste and tableware
3 people
Clear tables and chairs
3 people
Wash dishes
2 people
Clean the room
3 people
Disconnect and pack up equipment
2 people
Store leftover catering
Return materials
2 people
Send a thank-you gift to participants
Process feedback forms
2 people

What to bring

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

Furniture

Work tablesqty 6
Chairsqty 36
Registration desk
Buffet tableqty 2
Coat racksqty 2

Tableware

Coffee cupsqty 36
Water glassesqty 36
Platesqty 36
Cutlery setsqty 36
Serving bowlsqty 8

Equipment

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

Kitchen

Coffee makerqty 2
Water jugsqty 4
Coolersqty 2
Serving spoonsqty 8

Decorations

Name badge holdersqty 36
Table runnersqty 6

Lighting

Atmosphere lightsqty 4

Cleaning

Waste binsqty 4
Washing-up tubsqty 2
Cleaning clothsqty 12

Groceries

Groceries

Tips

Reserve the workshop space early enough to confirm the room layout, presentation equipment and catering arrangements. Plan for work tables, chairs, a registration desk and a separate buffet table rather than fitting everything into one area.
Send invitations before preparing the final participant list, then allow at least 3–5 days to process registrations and collect dietary requirements. Send a confirmation once the list, arrival time and practical details are settled.
Prepare the feedback questions, worksheets and forms before assigning facilitation roles. Print or sort the work materials by activity so facilitators are not distributing papers while the first round is starting.
Test the laptop, projector, projection screen, HDMI cable, extension cords and power strips at least one day in advance. On the event day, repeat a short equipment check before participants arrive because cables and display settings are common last-minute delays.
Keep chilled catering in coolers until serving and set out coffee cups, water glasses, plates and cutlery only after the room is arranged. Open the room 45–60 minutes before registration to prepare the tables, name badges, drinks and work materials.

Frequently asked questions

How far in advance should I plan a feedback workshop?: Start planning at least 3–4 weeks before the workshop. Use the first week to reserve the space and develop the programme, then leave the final 3–5 days for registrations, dietary requirements, printing and confirmations.
How long before a feedback workshop should I test the equipment?: Test the laptop, projector, screen and cables at least one day before the workshop. On the day itself, allow another 15–20 minutes before registration to check the presentation and timer.
When should I send invitations for a feedback workshop?: Send invitations around 2–3 weeks before the workshop when possible. Close or review registrations 3–5 days beforehand so you can update the participant list, prepare name badges and assign suitable roles.
How early should I arrive to set up a feedback workshop?: Arrive 45–60 minutes before participants are due. This gives you time to open and check the room, arrange tables and chairs, set up presentation equipment, prepare refreshments and handle registration without delaying the introduction.

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