How to organise a weaving workshop

A weaving workshop works best when the teaching plan, equipment and room layout are decided together. Start by fixing the date, venue, teacher and participant limit, then choose one weaving technique and build the session around it. Allow time to prepare looms, sort yarns and check every workstation before participants arrive. The details people most often leave too late are prepared warp threads, enough table space, clear participant information and a reliable way to keep refreshments chilled.

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 the workshop date
2
Reserve venue
3
Book teacher
4
Create participant list
5
Send invitations
6
Process registrations
7
Collect dietary requirements
8
Send participant information
9
Determine weaving technique and program
2 people
10
Arrange workstations
11
Check materials
2 people
12
Purchase missing supplies
13
Do the shopping
14
Sort yarns
2 people
15
Prepare looms
2 people
16
Prepare worksheets
17
Store catering chilled
18
Open venue
2 people
19
Set up tables and chairs
3 people
20
Setting up weaving workstations
3 people
21
Set out materials by table
2 people
22
Set out coffee and tea
23
Set up the reception table

Event

24
Receive participants
2 people
25
Explain the program
26
Demonstrate the loom
27
Get participants started
2 people
28
Serve coffee and tea
2 people
29
Guide participants
3 people
30
Refill drinks
31
Serve break snacks
2 people
32
Serve dinner
3 people
33
Discuss projects
34
Pack items safely
2 people
35
See participants off
2 people

Aftercare

36
Collect materials
3 people
37
Clear tables and chairs
3 people
38
Wash dishes
2 people
39
Collect waste
40
Clean work area
2 people
41
Lock up the venue
2 people
42
Return materials
2 people
43
Clear away leftover catering
44
Send participants their work afterwards

What to bring

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

Furniture

Work tablesqty 6
Chairsqty 24
Reception desk
Waste binsqty 3

Equipment

Table loomsqty 20
Extension cordsqty 4
Kettlesqty 2
Coolersqty 2

Lighting

Desk lampsqty 6

Weaving material

Cotton yarnqty 20
Wool yarnqty 20
Linen yarnqty 10
Cotton warp yarnqty 20
Prepared warp threadsqty 20
Weaving needlesqty 24
Weaving bobbinsqty 24
Weaving combsqty 20
Warp slatsqty 20
Felt coastersqty 20

Tools

Fabric scissorsqty 12
Measuring tapesqty 12
Pencilsqty 24
Rulersqty 12
Thumbtacksqty 2

Presentation

Demonstration pieceqty 3
Name badgesqty 24
Program flyersqty 24

Tableware

Mugsqty 30
Glassesqty 30
Platesqty 30
Cutlery setsqty 30

Kitchen

Coffee potsqty 2
Teapotsqty 2
Serving traysqty 4
Small bowlsqty 8

Cleaning

Dish brushesqty 2
Cleaning clothsqty 8
Trash bag holderqty 2

Catering

Groceries

Tips

Choose the weaving technique and programme before buying materials. This tells you how many table looms, weaving needles, bobbins, prepared warp threads and types of yarn each participant will need.
Plan the room around the workstations, not just the number of chairs. Leave enough table space for a loom, yarn, scissors, a ruler and a worksheet, with clear access to extension cords and desk lamps where needed.
Prepare and test every loom before workshop day. Thread the warp, check that the warp slats and weaving combs fit, and set aside one completed demonstration piece so the teacher can show the intended result.
Send participant information several days before the workshop and include the start time, programme, what to bring and how dietary requirements should be reported. Keep the registration list and name badges at the reception desk.
Set up materials by table before opening the venue. Put the yarns, weaving needles, bobbins, measuring tapes, pencils, rulers and fabric scissors in place, then arrange coffee, tea, mugs and chilled catering separately from the work area.

Frequently asked questions

How long does it take to organise a weaving workshop?: Allow at least three to four weeks for a small workshop. That gives you time to book the venue and teacher, collect registrations, order missing supplies and send participant information several days before the session.
How many people can take part in a weaving workshop?: Base the number on the available table looms and workstations, with one loom and one complete tool set per participant. Keep the group small enough for the teacher to reach every table; for a hands-on session, 8 to 12 participants is usually manageable.
What should be prepared the day before a weaving workshop?: Prepare and test the looms, sort the cotton, wool and linen yarns, print worksheets and check the participant list. Also store catering chilled and pack the table materials together so setup is not delayed on the day.
How early should I arrive to set up a weaving workshop?: Arrive at least 90 minutes before participants are due. Use the first 30 minutes for tables and chairs, the next 30 for workstations and materials, and the remaining time for refreshments, reception and a final equipment check.

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.