How to organise a felt workshop

A felt workshop runs smoothly when the creative work is planned around the room, materials and participant flow. Start by fixing the date and room, then choose the design, prepare templates and confirm registrations before buying supplies. Each person needs a complete workstation, with felt, wool, threads and tools ready before they arrive. Leave time for safe-working instructions, name badges and a simple welcome so you are not still sorting materials when the workshop begins.

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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
Reserve a room
2
Set the workshop date
3
Send invitations
4
Process registrations
5
Collect dietary requirements
6
Update participant list
7
Choose workshop design
8
Prepare templates
9
Print handouts
10
Check materials
2 people
11
Create a shopping list
12
Do the shopping
2 people
13
Sort felt material
2 people
14
Prepare participant packs
2 people
15
Prepare catering
2 people
16
Chill drinks
17
Set up tables
3 people
18
Set out chairs
2 people
19
Set up workstations
3 people
20
Distribute materials per table
3 people
21
Set up the catering buffet
2 people
22
Lay out name badges

Event

23
Receive participants
2 people
24
Welcome and give instructions
25
Explain safe working practices
26
Demonstrate basic technique
27
Guide participants
3 people
28
Serve coffee and tea
2 people
29
Refill drinks
30
Clear work tables between tasks
2 people
31
Serve dinner
3 people
32
Guide participants
3 people
33
Present projects
34
See off guests and collect feedback
2 people

Aftercare

35
Collect leftover materials
2 people
36
Sort waste
2 people
37
Wash dishes
2 people
38
Clear tables and chairs
3 people
39
Clean work area
2 people
40
Store materials dry
2 people
41
Chill leftover food
42
Return borrowed items
43
Share photos and projects
44
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 room up for the actual group size: allow one table workstation per participant, with chairs, clear working space and a separate buffet table. Add a coat rack near the entrance so coats do not end up on cutting areas.
Prepare participant packs at least one day ahead. Include the relevant worksheets, templates, felt sheets, wool, threads and name badge for each person instead of distributing everything from a central pile.
Check sharp and hot tools before the session starts. Count felt needles, sewing needles, fabric scissors, measuring tapes, rulers, glue guns and finger protectors, then place only the tools needed for the chosen design at each table.
Confirm dietary requirements when registrations are processed, not on the workshop morning. Prepare the catering separately from the craft tables, and chill drinks and fill thermos flasks before participants arrive.
Build in a 15-minute arrival and safety period before the first practical step. Use it to welcome participants, explain safe handling of felt needles, scissors and glue guns, and correct any missing materials before work begins.

Frequently asked questions

How far in advance should I plan a felt workshop?: Set the date and reserve the room at least 4–6 weeks ahead. Send invitations early enough to process registrations, collect dietary requirements and order or shop for the required felt, wool, threads and tools.
How many materials does each felt workshop participant need?: Prepare one complete pack and one workstation per participant, based on the selected design. Add a small spare supply of felt, wool and thread—around 10% extra is a useful buffer for mistakes or damaged pieces.
When should I prepare the felt workshop materials?: Print handouts and prepare templates 2–3 days before the workshop. Sort felt, assemble participant packs and distribute materials to tables the day before, then do a final tool and workstation check on the morning.
How early should participants arrive for a felt workshop?: Ask participants to arrive 10–15 minutes before the practical work begins. This gives you time to receive people, hand out name badges, explain the design and cover safe working practices without cutting into workshop time.

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