Film workshop checklist: what to arrange and when

A film workshop needs more than cameras and a room. You need a workable schedule, confirmed participants, group assignments, release forms, tested equipment and instructions ready before the first exercise starts. This checklist puts the preparation in order, from booking the space and opening registrations to setting up tables, projection equipment and editing laptops. Use it to spot the jobs that are easy to postpone, especially charging batteries, formatting SD cards and checking every cable.

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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

Set the workshop schedule
2 people
Reserve the workshop space
Prepare the invitation
Send out invitations
Open registrations
Process the registrations
Collect dietary requirements
Confirm the participants
Make the group assignment
2 people
Create the run sheet
Prepare the worksheets
Prepare the video instructions
Make a simple shot list
Arrange image releases
Test the cameras
2 people
Charge all batteries
Format the memory cards
Install the editing software
2 people
Print the workshop materials
Run the errands
2 people
Label the equipment
2 people
Check the workshop space
2 people
Set up the tables
3 people
Set up the chairs
3 people
Set up the projection equipment
2 people
Test audio and video
2 people
Prepare the camera sets
3 people
Set up the welcome table
2 people
Prepare coffee and tea
2 people

Event

Welcome the participants
3 people
Register attendance
2 people
Explain the program
Give the filming instructions
2 people
Demonstrate the camera
2 people
Divide the participant groups
2 people
Guide the script work
4 people
Manage the lunch break
3 people
Guide the filming
5 people
Collect the video files
2 people
Supervise the setup
4 people
Restock drinks and snacks
2 people
Show the final films
2 people
Lead the debrief
2 people
Close the workshop

Aftercare

Make a backup of the films
2 people
Clear away the equipment
3 people
Wash the dishes
2 people
Sort the waste
2 people
Clean the space
3 people
Return rented equipment
2 people
Archive the permissions
Send the videos made
Send follow-up participant information

What to bring

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

Furniture

Tablesqty 6
Chairsqty 24
Reception desk
Flip chart
Flipchart padsqty 2

Equipment

Video camerasqty 6
Tripod setsqty 6
Directional microphonesqty 6
Headphonesqty 6
Laptopsqty 6
Projector
Projection screen
HDMI cablesqty 4
Card readersqty 6
SD cardsqty 12
Camera batteriesqty 12
USB sticksqty 6
Speakersqty 2
Power stripsqty 6
Extension cordsqty 6
Spare batteriesqty 24
Gaffer tapeqty 6
Cable tiesqty 50

Tableware

Mugsqty 24
Drinking glassesqty 24
Platesqty 24
Cutlery setsqty 24
Serving traysqty 4

Kitchen

Coffee maker
Kettlesqty 2
Thermos flasksqty 3
Coolersqty 2

Cleaning

Waste binsqty 3
Broom and dustpan
Mop set
Cleaning glovesqty 4

Catering

Groceries

Tips

Set the schedule and reserve the workshop space before opening registrations. Leave enough time for arrivals, introductions, filming exercises, breaks and editing rather than filling every minute.
Close registrations with enough time to process them, collect dietary requirements and confirm participants. Make the group assignment and run sheet before printing materials, so names and timings do not need handwritten fixes.
Test every camera, tripod, directional microphone, headphone and laptop before workshop day. Charge all camera batteries, format the SD cards and install the editing software at least one day in advance.
Prepare the practical teaching material separately from the equipment. Print the worksheets, video instructions and simple shot list, and arrange image releases before participants begin filming.
Set up the room before people arrive: tables and chairs first, then the reception desk, projector and screen. Secure HDMI cables, power strips and extension cords with gaffer tape or cable ties, and keep spare batteries and USB sticks accessible.

Frequently asked questions

How far in advance should I plan a film workshop?: Start planning at least 4 weeks before the workshop. Book the space and set the schedule first, then allow 1 to 2 weeks for invitations, registrations and participant confirmation.
When should I send film workshop invitations?: Send invitations 2 to 3 weeks before the workshop and keep registration open for about 7 days. This gives you time to process registrations, collect dietary requirements and make group assignments.
How many cameras and laptops do I need for a film workshop?: Plan for one camera and tripod set per working group, plus at least one laptop per editing group. Confirm the number after registrations close, when you know the final participant count and group sizes.
What should I check the day before a film workshop?: Test the cameras, microphones, projector and laptops, charge every battery and format the SD cards the day before. Also check the room layout, printed materials, release forms and all HDMI cables, power strips and extension cords.

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