How to organise a theatre workshop

A theatre workshop works best when the creative programme and the practical setup are planned together. Start by booking the venue and workshop leaders, then build the programme around selected texts, scenes, music and activities. Keep registration information in one participant list, including dietary requirements, and send clear arrival details before the day. On site, allow at least 90 minutes to check the room, arrange workstations, connect equipment and test the sound 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 venue
2
Confirm workshop leaders
3
Compile program
2 people
4
Confirm reservations
5
Send invitations
2 people
6
Process registrations
7
Keep track of the participant list
8
Collect dietary requirements
9
Send participant information
10
Prepare activities
2 people
11
Select texts and scenes
2 people
12
Collect music
13
Check materials
2 people
14
Do the shopping
2 people
15
Pick up venue keys
16
Check the venue
2 people
17
Set up tables
2 people
18
Set out chairs
2 people
19
Set up workstations
2 people
20
Connect the technical equipment
2 people
21
Test sound
2 people
22
Set up catering
2 people
23
Set up the reception table

Event

24
Receive participants
3 people
25
Register attendance
2 people
26
Introduce workshop
2 people
27
Lead icebreaker games
3 people
28
Give voice and body exercises
3 people
29
Serve break drinks
2 people
30
Refill drinks
31
Lead improvisation exercises
3 people
32
Divide into scenes
2 people
33
Rehearse scenes
3 people
34
Serve dinner
3 people
35
Collect tableware
2 people
36
Prepare final presentation
3 people
37
Perform final presentation
3 people
38
Lead the feedback round
2 people
39
Say goodbye to participants
2 people

Aftercare

40
Collect waste
2 people
41
Wash dishes
2 people
42
Switch off equipment
2 people
43
Remove decorations
2 people
44
Put furniture back
3 people
45
Clean the room
3 people
46
Pack up materials
2 people
47
Lock up the venue
48
Return borrowed items
49
Thank participants

What to bring

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

Furniture

Chairsqty 35
Tablesqty 5
Coat racksqty 2

Equipment

Portable speaker
Laptop
Projector
Projection screen
Microphone
Extension cordsqty 3
Power stripsqty 3
Rechargeable batteriesqty 8

Tableware

Drinking glassesqty 40
Coffee cupsqty 35
Platesqty 40
Cutlery setsqty 40

Kitchen

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

Decorations

Name badgesqty 35
Tableclothsqty 5
Clothes racksqty 2
Costume accessoriesqty 30
Decorative fabricsqty 6

Office supplies

Flip chart
Flip chart sheetsqty 30
Markersqty 24
Notepadsqty 35
Ballpoint pensqty 35
Printed scenesqty 35

Cleaning

Waste binsqty 4
Mop
Bucketqty 2
Cleaning clothsqty 8

Catering

Groceries

Tips

Set a registration deadline at least 7 days before the workshop. Use the final participant list to send practical information and prepare name badges, seating and any dietary notes.
Plan the programme in blocks of 45 to 90 minutes, with short breaks between active exercises and scene work. Share the order with workshop leaders before invitations go out.
Check every text, scene, music file and activity at least 3 days beforehand. Keep printed or offline copies available in case the laptop, projector or internet connection fails.
Arrive 90 minutes before registration starts. Arrange chairs, tables and workstations first, then connect the laptop, projector, speaker and microphone before setting up refreshments.
Prepare the reception table before participants arrive, with the attendance list, name badges and participant information. Keep coffee, tea and water separate from activity materials so spills do not damage scripts or equipment.

Frequently asked questions

How far in advance should I organise a theatre workshop?: Book the venue and workshop leaders at least 6 to 8 weeks ahead, especially if the workshop has a fixed date. Set the registration deadline about 7 days before the event so you can confirm numbers and requirements.
How long does it take to set up a theatre workshop?: Allow at least 90 minutes for setup and testing. This covers arranging tables and chairs, creating workstations, checking materials, connecting technical equipment and testing the sound.
How many participants should a theatre workshop have?: Choose the number based on the room and the number of workshop leaders, but keep each active group small enough for everyone to participate. As a practical starting point, one leader for every 10 to 15 participants allows enough attention during exercises and scene work.
When should I send information to theatre workshop participants?: Send the main participant information 5 to 7 days before the workshop, after registrations and dietary requirements are checked. Include the arrival time, venue details, programme outline, what to wear or bring, and a contact number for the day.

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