How to organise a leadership workshop

A leadership workshop needs more than a strong presentation. Start by fixing the participant list, registration process and dietary requirements, then build the programme around the time available. Book the venue and catering early, and leave enough time to prepare activities, handouts and name badges. On the day, check the room, presentation equipment and workshop materials before participants arrive so the first session starts on time.

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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
Process registrations
4
Collect dietary requirements
5
Confirm registrations
6
Reserve venue
7
Order catering
8
Develop the workshop program
2 people
9
Prepare activities
2 people
10
Complete the presentation
11
Print handouts
12
Make name badges
13
Send participant information
14
Do the shopping
2 people
15
Chill drinks
16
Prepare materials
2 people
17
Check the venue
2 people
18
Set up tables
2 people
19
Set up chairs
2 people
20
Set up the presentation screen
2 people
21
Test the equipment
2 people
22
Set up worktables
2 people
23
Set up registration desk
24
Set up the coffee station
2 people

Event

25
Manage reception
2 people
26
Register attendance
2 people
27
Open the workshop
28
Give Leadership Introduction
29
Supervise the group assignment
3 people
30
Serve break drinks
2 people
31
Refill drinks
32
Guide reflection exercise
2 people
33
Set up the dinner buffet
3 people
34
Serve dinner
3 people
35
Collect tableware
2 people
36
Guide the in-depth exercise
2 people
37
Have action plans drawn up
2 people
38
Moderate the Q&A
39
Wrap up workshop
40
Check out participants

Aftercare

41
Collect waste
2 people
42
Put furniture back
3 people
43
Wash dishes
2 people
44
Clean the room
2 people
45
Clear away equipment
2 people
46
Check materials
47
Store leftover food
48
Return rental items
2 people
49
Send thank-you message

What to bring

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

Furniture

Tablesqty 8
Chairsqty 36
Registration desk
Stoolsqty 6
Waste binsqty 4

Equipment

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

Workshop materials

Flip chartsqty 4
Flip chart paperqty 8
Whiteboard
Whiteboard markersqty 8
Markersqty 36
Sticky notesqty 12
Worksheetsqty 40
Notepadsqty 36
Ballpoint pensqty 40
Name badgesqty 36
Paper clipsqty 2

Tableware

Coffee cupsqty 40
Water glassesqty 40
Dinner platesqty 40
Cutlery setsqty 40
Serving plattersqty 8

Kitchen

Thermos flasksqty 4
Water jugsqty 4
Serving spoonsqty 6

Decorations

Tableclothsqty 8
Flower arrangementsqty 4
Welcome sign

Lighting

Atmosphere lightsqty 6

Cleaning

Handheld vacuum
Cleaning clothsqty 12

Catering

Groceries

Tips

Set the registration deadline at least 7 days before the workshop. Use the final list to confirm attendance, collect dietary requirements and prepare name badges, handouts and seating.
Finish the workshop programme and activities at least 5 days beforehand. Allow a separate final check for the presentation, worksheets, flip charts, sticky notes and markers.
Confirm catering quantities from the registered participant count, not from the number invited. Plan the coffee station, water jugs and serving items before the delivery arrives.
Test the laptop, projector, screen, HDMI cable, extension cords and power strips at the venue at least 2 hours before the workshop. Bring a non-digital activity in case the presentation equipment fails.
Create a setup sequence for the final hour: arrange tables and chairs, prepare worktables, set up the registration desk and coffee station, then place materials before reception begins. Keep waste bins accessible and leave clear routes between tables.

Frequently asked questions

How far in advance should I organise a leadership workshop?: Start planning 4 to 6 weeks ahead if you need to reserve a venue and arrange catering. Finalise registrations and dietary requirements at least 7 days before the workshop, then confirm quantities and materials.
How long before a leadership workshop should I arrive?: Arrive at least 2 hours before participants. This gives you time to check the venue, arrange tables and chairs, set up the registration desk and coffee station, and test the projector and laptop.
When should I prepare leadership workshop materials?: Complete the presentation and activities at least 5 days before the event. Print handouts, worksheets and name badges no later than 1 day before, and pack markers, sticky notes, pens and flip-chart supplies together.
How do I organise catering for a leadership workshop?: Use the confirmed registration list to place the catering order 5 to 7 days ahead. Check dietary requirements before ordering, and set out coffee, water and serving items before reception opens.

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