How to organise a stop-motion workshop

A stop-motion workshop works best when the creative work starts only after the technical setup has been tested. Confirm the room and participants first, then prepare instructions, film templates and materials before arranging workstations. On the day, allow time to position backdrops and lights, connect cameras and tablets, and test the projector and sound. The steps below focus on the points that are most often forgotten or left too late.

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
Confirm workshop room
2
Send invitations
3
Process registrations
4
Confirm participants
5
Collect dietary requirements
6
Reserve equipment
7
Develop the program
8
Prepare instructions
9
Create film templates
10
Check music rights
11
Test equipment
2 people
12
Do the shopping
2 people
13
Sort materials
2 people
14
Print handouts
15
Print participant list
16
Chill drinks
17
Check the venue
2 people
18
Set up tables
3 people
19
Set out chairs
2 people
20
Set up workstations
3 people
21
Put up the backdrops
2 people
22
Position lamps
2 people
23
Connect cameras and tablets
2 people
24
Test projector and sound
2 people
25
Set up the reception desk

Event

26
Receive participants
3 people
27
Explain the program
28
Demonstrate stop-motion
29
Group participants
2 people
30
Guide the storyboard
4 people
31
Lead the animations
6 people
32
Refill drinks
33
Serve snack breaks
2 people
34
Save interim files
2 people
35
Set up dinner
3 people
36
Serve dinner
3 people
37
Oversee final setup
3 people
38
Export films
2 people
39
Start the film screening
40
See participants off
2 people

Aftercare

41
Switch off equipment
2 people
42
Collect materials
3 people
43
Collect waste
2 people
44
Wash dishes
2 people
45
Clear tables and chairs
3 people
46
Clean the room
2 people
47
Return equipment
48
Share photos and videos

What to bring

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

Furniture

Tablesqty 8
Chairsqty 36
Reception desk
Waste binsqty 4

Equipment

Tabletsqty 6
Camerasqty 6
Tripodsqty 6
Tablet standsqty 6
Chargersqty 8
Power banksqty 6
Projector
Projection screen
Speaker
Extension cordsqty 8
Power stripsqty 8
Memory cardsqty 8
USB sticksqty 8

Lighting

LED lightsqty 12
Lamp fittingsqty 12
Light standsqty 6

Decorations

Backdrop clothsqty 12
Colored paperqty 12
Decorative figuresqty 60
Craft cardboardqty 60

Kitchen

Coolersqty 3
Cutting boardsqty 3
Bread knivesqty 2
Serving plattersqty 8
Serving spoonsqty 4
Thermos flasksqty 4

Tableware

Reusable cupsqty 40
Platesqty 40
Cutlery setsqty 40
Coffee cupsqty 24
Serving plattersqty 6

Cleaning

Reusable dish towelsqty 8
Spongesqty 6
Hand broomsqty 2
Trash binsqty 4

Catering

Groceries

Tips

Test every camera, tablet, charger, memory card and tripod before participants arrive. A short test film at each workstation reveals missing cables, storage problems or devices that are not recording.
Prepare one simple film template and printed instructions for each group before setup begins. Include the number of frames or scenes expected so participants can start without waiting for individual explanations.
Set up the room in workstations with enough space for the camera, tripod, tablet stand, backdrop and lights. Position LED lights before the tables are fully occupied, then check for shadows and reflections.
Check music rights before adding sound to the workshop programme. If participants will export films, decide in advance which approved audio they can use and test the speaker and projector together.
Keep a printed participant list and dietary requirements at the reception desk, and confirm registrations before the workshop day. Chill drinks and prepare serving items only after the room layout and equipment checks are complete.

Frequently asked questions

How long does it take to organise a stop-motion workshop?: Allow at least 2 to 3 weeks for invitations, registrations, participant confirmations and equipment reservations. Reserve the final 2 to 3 days for printing instructions, sorting materials and testing the full setup.
How many people should be in a stop-motion workshop group?: Plan small groups of 2 to 4 participants per workstation so everyone can handle the figures, camera and tablet. Larger groups usually create waiting time unless you add another complete camera setup.
What equipment do I need for a stop-motion workshop?: Each workstation needs a camera or tablet, a stable tripod or stand, a charger, lighting and a backdrop. Also prepare spare power banks, memory cards or storage, extension cords and power strips before the day starts.
How early should I set up a stop-motion workshop?: Start setting up at least 2 hours before participants arrive. Use the first hour for tables, chairs, backdrops and lights, then reserve at least 30 minutes to test recording, projection and sound.

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.