How to organise a beat-making workshop

A beat-making workshop needs more than laptops and a playlist. Start by securing the venue and workshop leaders, then open registration early enough to confirm numbers, dietary requirements and workstation needs. Build and test the exercises, project templates and software before participants arrive. On the day, allow time to connect every workstation, check the sound system and make teaching materials available offline.

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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

1
Confirm the venue and access
2
Confirm workshop leaders
3
Send invitations
4
Open the registration form
5
Process registrations
6
Collect dietary requirements
7
Update participant list
8
Send participant information
9
Order catering
10
Develop the workshop program
2 people
11
Prepare beatmaking exercises
2 people
12
Create project templates
13
Test workshop software
2 people
14
Collect audio files
15
Make a backup of teaching materials
16
Arrange workstations
2 people
17
Print presentation and handouts
18
Inventory equipment
2 people
19
Charge equipment
2 people
20
Do the shopping
2 people
21
Bring equipment to the venue
2 people
22
Set up tables and chairs
3 people
23
Connect workstations
3 people
24
Install project templates
2 people
25
Test sound system
2 people
26
Set up catering and drinks
2 people

Event

27
Receive participants
3 people
28
Register attendance
2 people
29
Explain the program and house rules
30
Demonstrate beatmaking
31
Guide participants individually
3 people
32
Serve coffee break
2 people
33
Refill drinks
34
Explain sampling and setup
35
Guide participants individually
3 people
36
Serve dinner
3 people
37
Finalize final mixes
3 people
38
Export and back up tracks
2 people
39
Present participants' work
40
Give farewell and follow-up information

Aftercare

41
Switch off equipment
2 people
42
Disconnect equipment
3 people
43
Clear workstations
3 people
44
Collect the dishes
2 people
45
Remove waste
2 people
46
Clean the venue
3 people
47
Put the tables and chairs back
3 people
48
Store equipment safely
2 people
49
Return equipment
2 people
50
Send digital tracks afterwards

What to bring

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

Furniture

Tablesqty 8
Chairsqty 34
Desk lampsqty 15

Equipment

Laptopsqty 15
MIDI controllersqty 15
Audio interfacesqty 15
Headphonesqty 17
Studio monitorsqty 2
Presentation laptop
Projector
Projection screen
Microphoneqty 2
USB sticksqty 20
USB hubsqty 8
USB cablesqty 20
Audio and jack cablesqty 20
Power stripsqty 10
Extension cordsqty 8
Cable reelsqty 2
Adaptersqty 10
Spare batteriesqty 2

Tableware

Mugsqty 36
Glassesqty 36
Platesqty 36
Cutlery setsqty 36
Serving bowlsqty 6
Serving spoonsqty 4

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 3
Cutting boardsqty 2
Bread knivesqty 2
Scissorsqty 2
Coolersqty 2

Decorations

Name badgesqty 35
Pensqty 40
Notepadsqty 35
A4 printing paper
Tapeqty 3
Directional signsqty 6

Cleaning

Bucketsqty 2
Cleaning clothsqty 10
Broom and dustpanqty 2
Mopqty 2

Catering

Groceries

Tips

Confirm venue access and the workshop leaders before sending invitations. You need enough setup time to arrange tables, chairs, desk lamps and workstations before the first exercise starts.
Set a registration deadline and send participant information after processing the registrations. Ask for dietary requirements at least several days before ordering catering, then keep the participant list current.
Test the workshop software, project templates and presentation setup on the actual laptops you will use. Open every template once and save a working copy before the session.
Prepare one complete beat-making exercise for each teaching block, plus a short backup activity. Store teaching materials and collected audio files in two places, such as a presentation laptop and USB sticks.
Do the equipment check before transporting anything: charge laptops, MIDI controllers and audio interfaces, count headphones and cables, and pack power strips, extension cords, adapters and spare batteries. At the venue, test the sound system before participants sit down.

Frequently asked questions

How far in advance should I plan a beat-making workshop?: Start at least four weeks ahead if you need to confirm a venue, workshop leaders and registrations. Use the final week to process the participant list, order catering, test the software and prepare the materials.
How many laptops and MIDI controllers do I need for a beat-making workshop?: Plan one laptop, MIDI controller, audio interface and pair of headphones per workstation if participants work individually. Bring at least one spare set of cables and adapters, and decide in advance whether any participants will share a workstation.
When should I test the beat-making software and project templates?: Test them at least three days before the workshop, using the same laptop setup as on the day. Recheck the templates during setup and keep an offline backup on USB sticks in case the network or software login fails.
How early should I arrive to set up a beat-making workshop?: Allow at least 90 minutes before participants arrive for tables, chairs, workstations, cabling and software checks. Reserve the final 15 minutes for testing the sound system, projector, microphone and presentation laptop.

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