How to organise a poetry workshop

A poetry workshop needs more than a teacher and a stack of notebooks. Start by fixing the session structure, venue and participant numbers, then work through registration, dietary requirements and materials. Give yourself time to prepare worksheets, name badges and writing stations before anyone arrives. On the day, test the projector, speaker and microphone, set out coffee and snacks, and leave enough space for a focused writing exercise. The checklist below keeps the preparation in a workable order.

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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
Send invitations
2
Process registrations
3
Collect dietary requirements
4
Reserve venue
5
Book catering
6
Confirm the teacher
7
Create the program
8
Confirm participants
9
Prepare worksheets
10
Make name badges
11
Do the shopping
2 people
12
Check materials
13
Confirm room and key

Event

14
Open venue
15
Set up tables and chairs
3 people
16
Set up workstations
2 people
17
Connect the technical equipment
18
Set up the flip chart
19
Chill drinks
20
Set out coffee and tea
21
Set out snacks and lunch
2 people
22
Set up the reception table
23
Receive participants
2 people
24
Explain the program
25
Lead a writing exercise
26
Serve coffee break
2 people
27
Refill drinks
28
Lead the feedback round
29
Restock break buffet
2 people
30
Set up the dinner buffet
2 people
31
Serve dinner
3 people
32
Collect tableware
2 people
33
Guide evening practice
34
Facilitate the open mic
2 people
35
Refill the last drinks
36
Announce the closing
37
See participants off
2 people

Aftercare

38
Collect materials
2 people
39
Wash dishes
2 people
40
Collect waste
2 people
41
Clean the room
3 people
42
Disconnect equipment
43
Put furniture back
3 people
44
Lock up the venue
45
Return borrowed items
46
Send participant messages

What to bring

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

Furniture

Tablesqty 6
Chairsqty 36
Buffet tablesqty 2
Coat racksqty 2

Tableware

Platesqty 40
Bowlsqty 40
Mugsqty 40
Glassesqty 50
Cutlery setsqty 40
Serving traysqty 4

Equipment

Laptop
Projector
Projection screen
Portable speaker
Microphone
Extension cordsqty 3
Power stripsqty 4

Kitchen

Coffee maker
Kettlesqty 2
Thermos flasksqty 3
Coolersqty 2
Cutting boardsqty 2
Bread knivesqty 2
Serving spoonsqty 4

Workshop materials

Notebooksqty 36
Ballpoint pensqty 45
Pencilsqty 36
Erasersqty 36
Markersqty 12
Magazinesqty 20
Dictionariesqty 6
Name badgesqty 40
Worksheetsqty 40
Sticky notesqty 6
Paper tapeqty 4
Flipchart padsqty 2
Flipchart markersqty 12

Decorations

Tableclothsqty 6
Buntingqty 4
Tealight holdersqty 12

Lighting

Atmosphere lightsqty 4

Cleaning

Waste binsqty 4
Cleaning bucketsqty 2
Mopsqty 2

Catering

Groceries

Tips

Set the programme before preparing worksheets. Allow time for introductions, at least one guided writing exercise, sharing or feedback, and breaks rather than filling every minute with instruction.
Close registration early enough to confirm participants and dietary requirements with the caterer. A final check 2–3 days before the workshop prevents missing lunches or unsuitable snacks.
Prepare one complete workstation per participant: a notebook, ballpoint pen, pencil and eraser. Put spare pens and markers where the teacher can reach them without interrupting the session.
Check the room and technical setup at least 60 minutes before the start. Test the laptop, projector, projection screen, portable speaker, microphone, extension cords and power strips together.
Set up refreshments before participants arrive, including coffee, tea, chilled drinks, snacks and lunch. Use separate tables for reception and catering so registration does not become blocked by serving trays or coats.

Frequently asked questions

How long should a poetry workshop be?: Plan for 2–3 hours for a single workshop, including a short break. A full-day format needs a written programme with at least 45–60 minutes for lunch and several changes of activity.
How many people should attend a poetry workshop?: Keep a guided workshop to roughly 8–15 participants if everyone should receive feedback. Confirm the final number before preparing worksheets, name badges, workstations and catering.
What materials do I need for a poetry workshop?: Provide one notebook and writing instrument per person, plus pencils, erasers and markers for exercises. Magazines can support cut-up or image-based prompts; prepare at least one shared stack before the session.
When should I set up a poetry workshop?: Open the venue at least 60 minutes before participants arrive. Set up tables, chairs and writing stations first, then connect and test the technical equipment before putting out coffee, tea and snacks.

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