Felt workshop checklist: plan it without last-minute gaps

A felt workshop needs more than wool and tables. You have to confirm the room, manage registrations and dietary requirements, prepare templates and handouts, and divide materials before participants arrive. Allow time for sorting felt, assembling participant packs and checking tools such as felt needles, spiked mats and scissors. Use this checklist to work through the preparation in order, then reserve enough time on the day for workstation setup, safety instructions and a calm welcome.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Reserve a room
Set the workshop date
Send invitations
Process registrations
Collect dietary requirements
Update participant list
Choose workshop design
Prepare templates
Print handouts
Check materials
2 people
Create a shopping list
Do the shopping
2 people
Sort felt material
2 people
Prepare participant packs
2 people
Prepare catering
2 people
Chill drinks
Set up tables
3 people
Set out chairs
2 people
Set up workstations
3 people
Distribute materials per table
3 people
Set up the catering buffet
2 people
Lay out name badges

Event

Receive participants
2 people
Welcome and give instructions
Explain safe working practices
Demonstrate basic technique
Guide participants
3 people
Serve coffee and tea
2 people
Refill drinks
Clear work tables between tasks
2 people
Serve dinner
3 people
Guide participants
3 people
Present projects
See off guests and collect feedback
2 people

Aftercare

Collect leftover materials
2 people
Sort waste
2 people
Wash dishes
2 people
Clear tables and chairs
3 people
Clean work area
2 people
Store materials dry
2 people
Chill leftover food
Return borrowed items
Share photos and projects
Send thank-you message

What to bring

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

Furniture

Tablesqty 6
Chairsqty 24
Buffet table
Coat rack

Workshop materials

Wool felt sheetsqty 120
Merino woolqty 2
Colored woolqty 20
Embroidery threadqty 20
Sewing threadqty 10
Embroidery hoopsqty 20
Worksheetsqty 24
Templatesqty 30
Name badgesqty 24

Tools

Felt needlesqty 60
Spiked matsqty 24
Fabric scissorsqty 24
Sewing needlesqty 48
Measuring tapesqty 6
Pencilsqty 30
Erasersqty 24
Rulersqty 12
Glue gunsqty 6
Glue sticksqty 30
Finger protectorsqty 24

Kitchen

Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 4
Thermos flasksqty 3
Kettleqty 2

Tableware

Dinner platesqty 30
Pastry platesqty 30
Mugsqty 30
Drinking glassesqty 30
Forksqty 30
Knivesqty 30
Spoonsqty 30

Equipment

Coolersqty 2
Extension cordsqty 4
Power stripsqty 6

Lighting

Table lampsqty 12

Decorations

Tableclothsqty 6
Welcome sign
Directional signsqty 4

Cleaning

Waste binsqty 4
Bucketsqty 2
Spongesqty 6

Catering

Groceries

Tips

Set the date and reserve the room before sending invitations. Plan for at least 60–90 minutes before the workshop starts to arrange tables, chairs, workstations and the catering buffet.
Close registrations with enough time to update the participant list and collect dietary requirements. Aim to finish this at least 5–7 days before the workshop so packs and catering can match the final numbers.
Prepare one participant pack per attendee, plus 2–3 spare packs. Include the relevant worksheets, templates and basic materials, then keep extra wool felt sheets, thread and needles available for mistakes or late additions.
Sort wool felt, merino wool and coloured wool before the day rather than handing out mixed materials. Distribute materials per table and check that each workstation has the required tools, including cutting boards, fabric scissors, rulers and measuring tapes.
Set out name badges and prepare the opening instructions before participants arrive. Spend the first 10 minutes explaining safe use of felt needles, sewing needles, glue guns and finger protectors, especially if the group includes beginners.

Frequently asked questions

How long does it take to set up a felt workshop?: Allow 60–90 minutes for room setup, depending on the number of tables and participants. Add another 30–45 minutes beforehand to sort materials, assemble participant packs and check the tools.
When should I send invitations for a felt workshop?: Send invitations 3–4 weeks before the workshop if places are limited. Set a registration deadline 5–7 days before the event so you can update the participant list, confirm dietary requirements and prepare the right amount of materials.
How much felt do I need for a felt workshop?: Prepare enough wool felt and coloured wool for one complete project per participant, then add supplies for 2–3 extra projects. The exact amount depends on your chosen design, so make one sample first and use it to estimate the material per pack.
What safety instructions should I give at a felt workshop?: Reserve about 10 minutes at the start to explain felt needles, sewing needles, scissors and glue guns. Show where finger protectors belong and how to use spiked mats and cutting boards before participants begin working.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.