How to organise a co-creation session

Start by defining what participants must create or decide together, then build the programme around that outcome. Confirm the participant list before assigning groups, choosing teaching methods or preparing worksheets. Room layout, registration, catering and presentation equipment need to support the working sessions rather than interrupt them. The final checks are practical: print materials, prepare name badges, test the laptop and projector, chill drinks and remind participants when and where to 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

1
Compile the participant list
2
Send invitations
3
Open the registration form
4
Process registrations
5
Reserve a room
6
Develop the program
2 people
7
Select teaching methods
2 people
8
Collect dietary requirements
9
Place catering order
10
Confirm final participants
11
Prepare group assignments
12
Prepare worksheets
13
Prepare presentation
14
Check supplies
2 people
15
Make name badges
16
Print handouts
17
Do the shopping
2 people
18
Chill drinks
19
Remind participants

Event

20
Open room
2 people
21
Set up tables and chairs
3 people
22
Set up workstations
2 people
23
Set up the registration table
24
Test presentation materials
2 people
25
Hang decorations
2 people
26
Set up the buffet
3 people
27
Set up the welcome table
28
Receive participants
2 people
29
Hand out name badges
30
Handle the opening
31
Lead the introduction round
2 people
32
Host the first workshop session
3 people
33
Serve coffee break
2 people
34
Refill drinks
35
Lead the Second Workshop Session
3 people
36
Serve dinner buffet
3 people
37
Present the results
2 people
38
Facilitate the networking session
2 people
39
Handle the final drink round
40
See participants off
2 people

Aftercare

41
Collect waste
2 people
42
Wash dishes
2 people
43
Clear tables and chairs
3 people
44
Clear workstations
2 people
45
Clean the room
3 people
46
Sort materials
2 people
47
Return borrowed items
48
Send thank-you message to participants

What to bring

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

Furniture

Tablesqty 8
Chairsqty 50
Buffet tablesqty 2
Stoolsqty 6
Coat racksqty 2
Waste binsqty 4

Tableware

Dinner platesqty 55
Breakfast platesqty 55
Glassesqty 60
Coffee cupsqty 50
Cutlery setsqty 55
Serving spoonsqty 8

Equipment

Projector
Projection screen
Laptop
HDMI cableqty 2
Power stripsqty 4
Extension cordsqty 4
Portable speaker

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Serving traysqty 6
Cutting boardsqty 3
Bread knivesqty 3

Decorations

Name badgesqty 55
Tableclothsqty 8
Colorful garlandsqty 6
Flower arrangementsqty 4
Wayfinding signsqty 6

Workshop materials

Flip chartsqty 6
Flip chart paperqty 12
Markersqty 60
Sticky notesqty 30
Worksheetsqty 60
Pensqty 60
Rolls of tapeqty 6

Lighting

Table lampsqty 6
String lightsqty 4

Cleaning

Microfiber clothsqty 8
Floor squeegee
Bucketsqty 2
Hand brush and dustpanqty 2

Catering

Groceries

Tips

Set the registration deadline early enough to process responses, collect dietary requirements and confirm the final participant list before preparing group assignments. Sending the reminder a few days before the session also gives people time to cancel or update their details.
Plan the programme in blocks with a clear output for each activity. Decide in advance which teaching method fits each block, then prepare the presentation and worksheets to match instead of adding materials at the last minute.
Set up tables as working stations, not just rows of seats. Leave room for groups to move, place the registration table near the entrance, and check that every station has the materials and power access it needs.
Test the presentation equipment before participants arrive: connect the laptop to the projector with the HDMI cable, check the screen, test the portable speaker and secure enough extension cords and power strips.
Order catering only after registration data is processed, including dietary requirements. Put drinks in coolers or refrigerators in time, prepare coffee machines and kettles, and allow extra time for serving without cutting into the first activity.

Frequently asked questions

How far in advance should I organise a co-creation session?: Begin at least 3 to 4 weeks before the session. That gives you time to reserve a room, open registration, process responses, order catering and prepare the programme and materials.
How many participants should a co-creation group have?: A practical working group usually has 4 to 6 participants. Confirm the final number before making group assignments, printing worksheets and arranging tables and chairs.
When should I send the reminder for a co-creation session?: Send the reminder 2 to 3 days before the session, once the time, room and programme are confirmed. Include the arrival time and any information participants need for registration.
When should I print worksheets and prepare name badges?: Print worksheets and make name badges after registrations close and the participant list is final, ideally 1 to 2 days before the session. This prevents misspelled names, missing participants and incorrect group materials.

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