How to organise a percussion workshop

A percussion workshop works best when the room, instruments and timetable are ready before participants arrive. Start by confirming the venue and workshop leader, then set the session times and registration process. Build the participant list early so you can check instrument numbers, dietary requirements and catering. On the day, leave enough time to arrange instruments by group, connect the sound equipment and run registration before 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 venue
2
Assign workshop leader
3
Set the schedule and times
4
Send invitations
5
Process registrations
6
Collect dietary requirements
7
Create final participant list
8
Order catering
9
Send participant list to supervisor
10
Check instrument stock
2 people
11
Work out the room layout
12
Do the shopping
2 people
13
Prepare name badges
14
Set out workshop materials
2 people
15
Test music and files
16
Fill coolers
2 people

Event

17
Open venue
2 people
18
Set up tables and chairs
3 people
19
Set out instruments by group
3 people
20
Connect sound equipment
2 people
21
Set up registration desk
22
Set out coffee and tea
2 people
23
Set up the reception desk
24
Register participants
2 people
25
Hand out name badges
26
Welcome and safety briefing
27
Demonstrate basic techniques
28
Lead the first rehearsal round
2 people
29
Refill drinks
30
Serve snack breaks
2 people
31
Guide the second practice round
2 people
32
Practice group rhythm
2 people
33
Give a short demonstration
34
Set up buffet and drinks table
3 people
35
Serve the buffet
3 people
36
Refill drinks
37
Collect used dishes
2 people
38
Lead the final rehearsal
2 people
39
Perform the joint finale
2 people
40
Handle thank-you moment
41
See participants off
2 people

Aftercare

42
Collect the instruments
3 people
43
Dispose of food and waste
2 people
44
Wash dishes
2 people
45
Clear tables and chairs
3 people
46
Clean the room
3 people
47
Switch off equipment
2 people
48
Inventory materials
2 people
49
Lock up the venue
2 people
50
Return borrowed materials
2 people
51
Send thank-you message

What to bring

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

Furniture

Chairsqty 36
Tablesqty 6
Buffet tablesqty 2
Coat racksqty 2

Equipment

Djembesqty 18
Cajonsqty 12
Shakersqty 30
Tambourinesqty 6
Clavesqty 15
Cowbellsqty 6
Frame drumsqty 6
Agogobellsqty 4
Music standsqty 2
Portable speaker
Microphone
Extension cordsqty 3
Power stripsqty 3
Instrument matsqty 30

Tableware

Water glassesqty 40
Coffee cupsqty 30
Platesqty 40
Cutlery setsqty 40
Serving spoonsqty 8
Serving traysqty 6
Small bowlsqty 8

Kitchen

Kettlesqty 2
Coffee maker
Coolersqty 3
Cutting boardsqty 3
Bread knivesqty 2

Workshop materials

Flip chart
Flip chart sheetsqty 20
Markersqty 12
Name badge holdersqty 36
Earplugsqty 36

Lighting

Atmosphere lightsqty 6

Cleaning

Waste binsqty 4

Catering

Groceries

Tips

Confirm the workshop leader and timetable before sending invitations. Include the registration deadline and the exact arrival time, so you can prepare a final participant list rather than estimating numbers on the day.
Check instrument stock against the expected group size at least one week before the workshop. Count djembes, cajons, shakers and other instruments separately, and decide which instruments each group will use.
Plan the room layout around movement and sound. Set out chairs and instrument mats in clear groups, keep the registration desk near the entrance, and leave a route for late arrivals without crossing the workshop area.
Finish catering numbers before ordering. Collect dietary requirements during registration, then prepare coffee, tea, water and food so the break does not compete with the workshop setup.
Arrive early enough for a full technical check. Test the portable speaker, microphone, music files, extension cords and power strips before participants register; troubleshooting after the welcome takes time away from the session.

Frequently asked questions

How far in advance should I organise a percussion workshop?: Book the venue and workshop leader at least 6 to 8 weeks ahead, especially if the workshop has a fixed date. Send invitations once the timetable and registration process are confirmed, then close registrations early enough to order catering and check instruments.
How many instruments do I need for a percussion workshop?: Plan one main instrument per participant where possible, plus a small number of alternatives for group exercises. Count the expected participants by registration deadline and compare that number with your stock of djembes, cajons, shakers, tambourines and other instruments at least 7 days before the event.
How early should I arrive to set up a percussion workshop?: Allow at least 90 minutes before participant registration. Use the first 45 minutes for tables, chairs, instrument groups and mats, then reserve 30 minutes for sound equipment, music files, coffee and the registration desk.
When should I order catering for a percussion workshop?: Order catering after registrations close and dietary requirements have been checked, normally 5 to 7 days before the workshop. Keep a small buffer for late changes, but do not wait until the event day to confirm food quantities.

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