How to organise a print workshop from setup to final prints

A print workshop works best when the room, materials and instruction sequence are planned together. Start by reserving a workspace with enough room for tables, presses, drying racks and safe movement between stations. Confirm the instructor and assistants before opening registration, then use participant numbers to prepare tools, paper, aprons and protective surfaces. Most problems happen when equipment is tested too late or participants do not know what to bring, so build checks and clear instructions into the schedule.

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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 workspace
2
Finalize workshop schedule
2 people
3
Confirm instructor and assistants
4
Send invitations
2 people
5
Process registrations
6
Collect dietary requirements
7
Send participant information
8
Check materials and equipment
2 people
9
Check the shopping list
10
Do the shopping
2 people
11
Sort workshop materials
2 people
12
Prepare name badges
13
Set up tables and chairs
3 people
14
Set up workstations
3 people
15
Test printing presses and rollers
2 people
16
Place protective film on tables
2 people
17
Distribute paper and tools
2 people
18
Prepare coffee and tea
2 people
19
Set up catering
2 people

Event

20
Receive participants
3 people
21
Give safety instructions
22
Demonstrate printing techniques
23
Guide the designs
4 people
24
Serve break drinks
2 people
25
Give instructions for carving gouges
26
Guide the descent
4 people
27
Distribute ink across workstations
2 people
28
Guide first prints
4 people
29
Serve the buffet and drinks
3 people
30
Refill drinks
2 people
31
Guide the second prints
4 people
32
Let the prints dry
2 people
33
Present projects
2 people
34
Pack up exhibits
2 people
35
Check out participants
2 people

Aftercare

36
Chill leftover food
2 people
37
Clean tools
3 people
38
Clean printing presses
2 people
39
Wash dishes
2 people
40
Clean work area
3 people
41
Put tables and chairs back
3 people
42
Collect and take away waste
2 people
43
Inventory materials
2 people
44
Return borrowed materials
2 people
45
Share work photos with participants

What to bring

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

Furniture

Work tablesqty 8
Chairsqty 30
Presentation table
Drying racksqty 6

Workshop materials

Hand pressesqty 4
Linoleum blocksqty 30
Carving gouges setsqty 30
Ink rollersqty 30
Ink traysqty 30
Black printing inkqty 6
Printing ink colorqty 12
A4 printing paperqty 500
A3 paperqty 250
Sketchbooksqty 30
Pencilsqty 40
Erasersqty 30
Ruler setsqty 15
Cutting matsqty 30
Apronsqty 30
Nitrile glovesqty 4
Paper drying sheetsqty 500
Packing envelopesqty 30
Name badgesqty 35
Adhesive tapeqty 6
Painter's tapeqty 8

Tableware

Reusable cupsqty 40
Reusable platesqty 35
Cutlery setsqty 35
Serving plattersqty 8

Kitchen

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

Cleaning

Cleaning bucketsqty 3
Microfiber clothsqty 12
Dish brushesqty 4

Catering

Groceries

Tips

Set the schedule around the full printing process: arrival and safety instructions, technique demonstrations, design guidance, carving, printing and drying. Leave at least 15 minutes between major stages so participants are not waiting for a press or drying rack.
Assign each participant a workstation before they arrive, with a linoleum block, carving gouges, cutting mat, pencils, ruler, eraser and sketchbook. Prepare a few extra tool sets rather than discovering a missing gouge during the demonstration.
Test every hand press, roller and ink tray before setup is finished. Print a sample on both A4 and A3 paper to check pressure, ink coverage and drying space before participants begin.
Protect work tables with film and keep painter’s tape and adhesive tape nearby for loose paper, signs and quick repairs. Put aprons and nitrile gloves at the entrance to the work area, not in a box participants have to search through.
Send participant information at least 3 days before the workshop, including the start time, expected finish time, clothing guidance and any dietary arrangements. Confirm dietary requirements before buying refreshments, then prepare coffee and tea during the final room setup.

Frequently asked questions

How many people should attend a print workshop?: Use the number of workstations and presses as your limit, rather than the room’s maximum capacity. One instructor can usually give clearer guidance to around 8 to 12 participants; above that, add assistants and allow more time for demonstrations and troubleshooting.
How long does a print workshop take to organise?: Allow at least 3 to 4 weeks for a small workshop. Reserve the workspace and confirm the instructor first, then open registration; leave the final 3 days for participant information, dietary details and a complete materials check.
What should be prepared before participants arrive?: Set up tables, chairs, workstations, protective film, presses, rollers, ink, paper and drying racks before the first arrival. Test the presses and prepare name badges at least 60 minutes beforehand, so the opening briefing can start on time.
How much paper do I need for a print workshop?: Prepare enough paper for the planned prints plus at least 20% extra for test prints, mistakes and demonstrations. For example, a group of 10 participants making 4 prints each needs 40 finished sheets, plus about 8 additional sheets.

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