How to organise a songwriting workshop

A songwriting workshop needs more than a room and a few guitars. Start by fixing the format, session length and group size, then match the space, workshop leader and equipment to that plan. Registrations, dietary requirements and travel details should be closed before you print materials or buy catering. On the day, allow time to test microphones, speakers, the projector and every writing station 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
Reserve workshop space
2
Assign workshop leader
3
Confirm program and format
2 people
4
Send invitations
5
Process registrations
6
Collect dietary requirements
7
Confirm participants
8
Send transportation information
9
Reserve equipment and instruments
10
Prepare music rights information
11
Compile worksheets
2 people
12
Print worksheets
13
Prepare name badges
14
Do the shopping
2 people
15
Chill drinks
16
Prepare catering
3 people
17
Check location and access
2 people
18
Set up tables and chairs
3 people
19
Set up writing workstations
2 people
20
Set up instruments
2 people
21
Connect the sound system
2 people
22
Test the projector and presentation
23
Build the catering buffet
2 people
24
Set up the reception desk

Event

25
Receive participants
3 people
26
Explain the program and house rules
27
Guide the icebreaker exercise
2 people
28
Explain songwriting techniques
29
Supporting the first writing session
2 people
30
Serve coffee and tea
2 people
31
Refill drinks
32
Lead second writing session
2 people
33
Serve dinner buffet
3 people
34
Clear away dishes and buffet
2 people
35
Lead the feedback round
36
Prepare presentations
2 people
37
Guide song presentations
2 people
38
Deliver closing remarks and thanks

Aftercare

39
Pack instruments safely
2 people
40
Turn off the sound equipment
2 people
41
Collect waste
2 people
42
Wash dishes
2 people
43
Clean the room
3 people
44
Put furniture back
3 people
45
Return equipment
2 people
46
Send thank-you message to participants
47
Handle lost and found

What to bring

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

Furniture

Tablesqty 8
Chairsqty 36
Stoolsqty 8
Music standsqty 8
Flipchart Stand

Equipment

Acoustic guitarsqty 5
Keyboardqty 2
Dynamic microphonesqty 4
Microphone standsqty 4
Speakersqty 2
Mixing console
DI boxesqty 2
Laptop
Projector
Projection screen
Extension cordsqty 6
Power stripsqty 6
Guitar tunersqty 4
Metronomesqty 3

Stationery

Notepadsqty 36
Ballpoint pensqty 50
Pencilsqty 40
Erasersqty 20
Markersqty 12
Whiteboard markersqty 8
Sticky notesqty 6
Name badgesqty 36
Worksheet foldersqty 36

Kitchen

Reusable coffee cupsqty 40
Glassesqty 40
Platesqty 40
Cutlery setsqty 40
Serving bowlsqty 8
Serving spoonsqty 8
Cutting boardsqty 3
Kitchen knivesqty 4
Water jugsqty 4
Thermos flasksqty 3
Coolersqty 3

Decorations

Tableclothsqty 8
Mood lightingqty 4
Welcome sign

Cleaning

Waste binsqty 4
Dish brushesqty 3
Reusable cleaning clothsqty 12

Catering

Groceries

Tips

Set the format before booking equipment. Decide whether participants will work individually, in pairs or in small groups, and allow enough tables, chairs and instruments for that arrangement.
Close registrations and dietary information before shopping. Confirm the final participant list several days in advance so worksheets, name badges, drinks and catering can be prepared for the actual headcount.
Test the sound system and presentation before the workshop starts. Check the laptop, projector, microphones, mixing console, DI boxes, speakers and power connections while the room is still empty.
Give each writing station the same basic setup. Place a notepad, pens or pencils, erasers, worksheet material and any shared markers where participants can reach them without leaving the exercise.
Build in a reception and arrival window of at least 20 minutes. Use it to check names, direct participants to the room, explain access or transport details and solve missing-equipment problems before the first exercise.

Frequently asked questions

How long should a songwriting workshop be?: Allow at least 3 hours for a focused workshop with time to write, share and revise. For a full-day format, plan a morning and afternoon block with a lunch break of 45 to 60 minutes.
How many people should attend a songwriting workshop?: A group of 8 to 16 participants is practical for hands-on feedback and shared instruments. If more than 16 people attend, add another facilitator or divide the group into smaller writing teams.
When should I send invitations for a songwriting workshop?: Send invitations 3 to 4 weeks before the workshop, especially if participants need transport information. Set a registration deadline about 7 days before the event so you can confirm numbers, dietary requirements and materials.
How early should I set up the songwriting workshop room?: Start room setup at least 90 minutes before participants arrive. Reserve the final 30 minutes for testing the sound system and projector, arranging the reception desk and checking every writing station.

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