LizztLIZZT
enLanguage — English

How to organise a photography workshop

Start by fixing the workshop date and venue, then build the participant list from confirmed registrations. The biggest problems usually appear later: dietary details are missing, batteries are flat, memory cards still contain old files, or the projector and lighting setup do not work together. Prepare the teaching material and practice stations before shopping and room setup. On the day, allow time to ventilate the room, test every camera and light, and welcome participants at a clear reception point.

Organize this event for free with Lizzt

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

    Confirm the workshop date

  • 3

    Send invitations

  • 4

    Process registrations

  • 5

    Collect dietary requirements

  • 6

    Create the participant list

  • 7

    Send confirmation

  • 8

    Check camera equipment

    2 people

  • 9

    Charge batteries

  • 10

    Erase memory cards

  • 11

    Prepare presentation

  • 12

    Print practice exercises

  • 13

    Make name badges

  • 14

    Do the shopping

    2 people

  • 15

    Chill drinks

  • 16

    Open venue

    2 people

  • 17

    Ventilate room

  • 18

    Set up tables

    2 people

  • 19

    Set out chairs

    2 people

  • 20

    Set up the presentation area

  • 21

    Set up photo stations

    2 people

  • 22

    Test the lighting setup

    2 people

  • 23

    Set out coffee and tea

  • 24

    Set up the reception desk

Event

  • 25

    Receive participants

    2 people

  • 26

    Hand out name badges

  • 27

    Explain the workshop

  • 28

    Demonstrate camera operation

  • 29

    Demonstrate composition

  • 30

    Guide portrait practice assignment

    3 people

  • 31

    Serve coffee break

    2 people

  • 32

    Refill drinks

  • 33

    Demonstrate light and shadow

  • 34

    Guide the movement practice exercise

    3 people

  • 35

    Review photos together

  • 36

    Answer questions

  • 37

    Handle the closing

  • 38

    See participants off

    2 people

Aftercare

  • 39

    Collect photo materials

    2 people

  • 40

    Secure the photos

  • 41

    Wash dishes

    2 people

  • 42

    Collect waste

  • 43

    Clear tables and chairs

    2 people

  • 44

    Clean the room

    2 people

  • 45

    Pack equipment

    2 people

  • 46

    Lock up the venue

  • 47

    Return borrowed items

  • 48

    Send participants' photos

What to bring

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

Furniture

  • Tablesqty 6
  • Chairsqty 24
  • Reception desk
  • Clothing rack

Photography

  • System camerasqty 6
  • Standard lensesqty 6
  • Tripodqty 6
  • Memory cardsqty 8
  • Spare batteriesqty 8
  • Battery chargersqty 6
  • Reflectorsqty 4
  • Backdrop clothsqty 3
  • Remote controlsqty 3

Lighting

  • LED panel lightsqty 4
  • Light standsqty 4
  • Extension cordsqty 6
  • Power stripsqty 4

Presentation

  • Laptop
  • Projector
  • Projection screen
  • HDMI cableqty 2
  • Flip chart
  • Markersqty 8

Tableware

  • Coffee cupsqty 24
  • Glassesqty 24
  • Platesqty 24
  • Cutlery setsqty 24
  • Thermos flasksqty 3

Kitchen

  • Kettleqty 2
  • Coffee maker
  • Coolersqty 2
  • Serving traysqty 3
  • Bottle openersqty 2

Decorations

  • Name card holdersqty 24
  • Tableclothsqty 6

Cleaning

  • Waste binsqty 3
  • Cleaning clothsqty 8

Catering

  • Groceries

Tips

  • Close registration at least 3–5 days before the workshop so you can finalise the participant list, dietary requirements, name badges and confirmation message.
  • Check every camera, lens, tripod, reflector and remote control the day before. Charge all batteries overnight, carry spare batteries, and erase or format memory cards only after confirming that needed files are backed up.
  • Test the presentation setup with the actual laptop, projector, projection screen and HDMI cable at least 60 minutes before participants arrive. Keep a flip chart and markers ready in case the connection fails.
  • Set up one photo station per small practice group, with the backdrop, LED panel lights, stands, extension cords and power strips placed before the workshop starts. Tape or route cables so participants cannot trip over them.
  • Prepare coffee, tea and chilled drinks before check-in, using one reception desk for arrivals and questions. Put out cups, glasses, plates and cutlery only after the room layout is fixed, so the practice tables stay clear.

Frequently asked questions

How far in advance should I plan a photography workshop?
Reserve the venue and confirm the date at least 4–6 weeks ahead. Send invitations early enough to leave 3–5 days before the workshop for registration processing, dietary details and the final participant list.
How long before a photography workshop should I arrive?
Arrive 90 minutes before the first participant. Use the first 30 minutes to ventilate and arrange tables and chairs, then allow at least 30 minutes to test the projector, presentation and lighting stations.
How many cameras and photo stations do I need for a workshop?
Plan one camera for each participant pair or small practice group, depending on the exercise. Prepare one complete station per group, including a tripod, lighting, backdrop, power access and a tested memory card.
What should I check the day before a photography workshop?
Check the venue access, presentation files, projector connection and every camera accessory. Charge all batteries, clear the memory cards after backing up files, print the practice exercises and prepare the name badges.

Start this plan in Lizzt

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

Organize this event for free with Lizzt

Organize for free and invite your contacts!