How to organise a masterclass without last-minute problems

Organising a masterclass means coordinating teaching, participants, materials and room logistics in the right order. Start by confirming the date, venue, instructor and programme before opening registrations. Then manage dietary requirements, presentation files, worksheets and equipment while numbers are still changing. On the day, allow time to check the room, test the projector and microphone, prepare the reception desk, and set out coffee, tea and drinks before participants 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
Confirm date and location
2
Confirm instructor and program
3
Create participant list
4
Send invitations
5
Process registrations
6
Collect dietary requirements
7
Send registration confirmations
8
Share parking information
9
Print the program
10
Making participant badges
2 people
11
Receive the presentation
12
Check the presentation
13
Print worksheets
14
Prepare evaluation forms
15
Order catering
16
Do the shopping
2 people
17
Collect materials
2 people
18
Test the equipment
2 people
19
Check the venue
2 people
20
Set up tables and chairs
3 people
21
Set up the presentation table
2 people
22
Set up the reception desk
2 people
23
Prepare work materials
2 people
24
Prepare coffee and tea
2 people
25
Chill drinks
2 people
26
Set out break snacks
2 people
27
Check toilets

Event

28
Staff the reception desk
2 people
29
Register participants
2 people
30
Hand out badges
31
Serve coffee and tea
2 people
32
Open the masterclass
33
Introduce the teacher
34
Guide presentation
35
Operate equipment
36
Facilitate workshops
2 people
37
Restock Supplies
38
Refill drinks
2 people
39
Serve snack breaks
2 people
40
Collect used dishes
2 people
41
Moderate the Q&A
42
Handle the closing
43
Hand out evaluations
44
Collect evaluations
45
See participants off
2 people

Aftercare

46
Switch off the equipment
2 people
47
Pack up materials
2 people
48
Wash dishes
2 people
49
Collect waste
2 people
50
Clean the room
3 people
51
Clear tables and chairs
3 people
52
Store leftover catering
2 people
53
Return borrowed items
54
Process evaluations
55
Send thank-you message

What to bring

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

Furniture

Tablesqty 8
Chairsqty 45
Tableclothsqty 8
Stoolsqty 2

Equipment

Laptop
Projector
Projection screen
HDMI cableqty 2
HDMI adapterqty 2
Extension cordsqty 4
Power stripsqty 4
Wireless microphone
Presentation clicker
Speakerqty 2
Flip chartqty 2
Flipchart markersqty 12
Whiteboard
Whiteboard markersqty 6

Tableware

Coffee cupsqty 45
Glassesqty 45
Platesqty 45
Cutlery setsqty 45
Serving spoonsqty 6

Kitchen

Coffee makerqty 2
Kettleqty 2
Thermos flasksqty 4
Coolersqty 3
Serving traysqty 4
Scissorsqty 3
Tapeqty 4
Pensqty 50
Notepadsqty 45
Name card holdersqty 45

Decorations

Welcome sign
Direction signsqty 6

Lighting

Table lampsqty 4

Cleaning

Waste binsqty 4
Cleaning bucketsqty 2
Mopsqty 2
Dustpan and brushqty 2
Cleaning glovesqty 4

Catering

Groceries

Tips

Confirm the instructor, programme and venue before sending invitations. Changing the schedule after registrations open creates extra work for badges, printed programmes, catering and participant confirmations.
Set a registration deadline several days before the masterclass. Use the final participant count to order catering, prepare badges, print worksheets and record dietary requirements rather than guessing on the day.
Ask for the presentation file in advance and test the actual laptop, projector, screen, HDMI cable and adapter together. A presentation that opens correctly on the instructor’s computer may still fail with the venue’s equipment.
Set up the room in two stages: arrange tables and chairs first, then prepare the presentation table, work materials and reception desk. Keep extension cords and power strips secured and away from walking routes.
Prepare refreshments before the first session starts. Make coffee and tea, chill drinks, and place cups, glasses, plates and serving utensils where participants can reach them without interrupting the teaching area.

Frequently asked questions

How far in advance should I organise a masterclass?: Confirm the date, venue, instructor and programme at least 4 to 6 weeks ahead. Open registrations only after those details are stable, and set a final registration deadline several days before the event.
When should I order catering for a masterclass?: Order catering after registrations close and dietary requirements have been collected, usually 3 to 5 days before the masterclass. Use the confirmed participant count and keep a small margin for late changes.
How early should I arrive to set up a masterclass?: Allow at least 90 minutes before participants arrive. This gives you time to check the venue, arrange tables and chairs, test the presentation equipment, prepare materials and set up coffee and drinks.
What equipment do I need to check before a masterclass?: Check the laptop, projector, projection screen, HDMI cable, adapter, power strips, microphone and speaker. Test the complete presentation setup at least one day before, then repeat a quick connection check on the event day.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.