How to organise a songwriting workshop

A good songwriting workshop depends on a clear sequence: secure the room, confirm registrations, prepare the teaching material, then test the equipment before participants arrive. Plan enough space for small-group writing, listening and discussion, not just chairs facing a screen. Participants also need practical information in advance, including timings, what to bring and how dietary requirements will be handled. The final setup should leave you free to guide the warm-up and explain song structure rather than solve technical problems.

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 workshop space
2
Arrange access to the room
3
Send invitations
4
Process registrations
5
Collect dietary requirements
6
Send participant information
7
Create the program
8
Prepare writing assignments
9
Select music samples
10
Print handouts
11
Prepare name badges
12
Do the shopping
2 people
13
Charge equipment
14
Pack up materials
2 people
15
Check the space in advance
16
Set up tables and chairs
3 people
17
Connect equipment
2 people
18
Set up workstations
2 people
19
Prepare coffee and tea
2 people
20
Set up lunch
2 people

Event

21
Receive participants
2 people
22
Register attendance
23
Explain the program and arrangements
24
Guide writing warm-up
25
Explain song structure
26
Host the first writing assignment
27
Provide coffee break
2 people
28
Guide the second writing assignment
29
Serve lunch
2 people
30
Refill drinks
31
Lead the feedback round
32
Develop melodies
33
Set out drinks for the break
34
Present song ideas
35
Handle final questions
36
See participants off
2 people

Aftercare

37
Store leftovers safely
2 people
38
Switch off equipment
2 people
39
Put tables and chairs back
3 people
40
Collect waste
2 people
41
Wash dishes
2 people
42
Clean the room
2 people
43
Inventory materials
44
Return borrowed items
45
Send thank-you message

What to bring

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

Furniture

Work tablesqty 6
Chairsqty 24
Tableclothsqty 6

Equipment

Active speakersqty 2
Mixer
Microphoneqty 2
Microphone standsqty 2
Audio cablesqty 4
Extension cordsqty 3
Power stripsqty 3
Laptop
Projector
Projection screen
Acoustic guitarqty 2
Keyboard
Metronome
Audio recording recorder

Kitchen

Coffee maker
Kettle
Thermos flasksqty 3

Tableware

Mugsqty 24
Glassesqty 24
Platesqty 24
Cutlery setsqty 24
Serving traysqty 4

Decorations

Name card holdersqty 24
Table décorqty 6

Cleaning

Waste binsqty 3
Trash bag holdersqty 3
Washing-up tubsqty 2
Cleaning clothsqty 6

Catering

Groceries

Tips

Book the workshop space before sending invitations and confirm exactly when you can enter. You need enough time before the start to arrange tables, test the projector and connect the mixer, speakers and microphone.
Set a registration deadline several days before the workshop. Use the final list to prepare name badges, send participant information and collect dietary requirements before shopping for lunch and refreshments.
Build the programme around writing time, not only explanation. Prepare the writing assignments and music samples in advance, and allow separate blocks for the warm-up, song-structure guidance and sharing work.
Test every audio connection in the room before the event, including the laptop, active speakers, microphone, keyboard or guitar and recorder. Bring extension cords and power strips because room layouts rarely place sockets where your workstations need them.
Prepare coffee, tea and lunch before participants arrive, with cups, glasses, plates and serving trays ready to use. Keep waste bins and washing-up tubs accessible so breaks do not create a cleanup bottleneck.

Frequently asked questions

How long should a songwriting workshop be?: Allow at least 3 hours for a focused workshop, including a writing warm-up, instruction, one or more assignments and time to share results. For a full-day format, schedule a lunch break and split the writing into several shorter sessions.
How many people should attend a songwriting workshop?: A group of 8 to 16 participants is practical for discussion, feedback and small-group writing. Above 20 people, you usually need additional facilitators or a more structured rotation to give each participant useful feedback.
How early should I arrive to set up a songwriting workshop?: Arrive 60 to 90 minutes before participants are due. This gives you time to arrange tables and chairs, set up workstations, test the projector and audio system, prepare refreshments and fix access problems.
What should participants receive before a songwriting workshop?: Send the programme, arrival details, start and finish times, registration information and any instructions about instruments or preparation at least 3 to 5 days beforehand. Ask for dietary requirements by the same deadline so lunch can be arranged accurately.

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.