How to organise a workshop day without last-minute problems

A workshop day runs smoothly when the programme, people and rooms are arranged in the right order. Start by fixing the schedule and workshop leaders, then secure the venue, open registrations and collect dietary requirements. After registrations close, send clear participant information, order catering and prepare materials for each session. On the day itself, allow time to set up the registration desk, coffee station, seating, signs and presentation equipment 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
Set the workshop schedule
2 people
2
Confirm the workshop leaders
2 people
3
Reserve the venue and rooms
4
Send invitations
2 people
5
Process registrations
6
Confirm registrations
7
Collect dietary requirements
8
Create the workshop schedule
2 people
9
Send participant information
10
Order catering
11
Distribute materials per workshop
2 people
12
Print worksheets
13
Prepare name badges
14
Test the equipment
2 people
15
Do the shopping
2 people
16
Chill drinks
2 people
17
Prepare catering
3 people
18
Open rooms
2 people
19
Set up entrance and wayfinding signs
2 people
20
Set up tables
3 people
21
Set up chairs
3 people
22
Prepare workshop materials
4 people
23
Set up presentations
2 people
24
Set up registration desk
2 people
25
Set up coffee station
2 people
26
Set out snacks
2 people
27
Conduct a safety check
2 people

Event

28
Welcome workshop leaders
2 people
29
Register participants
3 people
30
Hand out name badges
2 people
31
Serve welcome drinks
2 people
32
Welcome and explain the program
33
Guide participants to the rooms
3 people
34
Lead the first workshop
5 people
35
Distribute activities and materials
3 people
36
Refill coffee and tea
2 people
37
Serve break snacks
2 people
38
Reset workspaces
3 people
39
Lead the second workshop
5 people
40
Restock Supplies
3 people
41
Refill drinks
2 people
42
Guide participants to dinner
3 people
43
Set up the dinner buffet
4 people
44
Serve dinner
5 people
45
Serve diet meals
2 people
46
Refill the buffet and drinks
3 people
47
Collect used dishes
2 people
48
Supervise the third workshop
5 people
49
Present the results
2 people
50
Hand out feedback forms
2 people
51
Handle the closing
52
See participants off
3 people

Aftercare

53
Pack up the remaining snacks
2 people
54
Collect materials
4 people
55
Sort waste
3 people
56
Wash dishes
3 people
57
Clear tables and chairs
4 people
58
Switch off equipment
2 people
59
Clean the rooms
4 people
60
Check and clean the restrooms
2 people
61
Remove decorations
2 people
62
Return borrowed materials
2 people
63
Register lost property
64
Send thank-you message
65
Archive photos and files

What to bring

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

Furniture

Tablesqty 12
Chairsqty 60
Buffet tablesqty 3
Registration desk
Stoolsqty 8

Tableware

Coffee cupsqty 60
Glassesqty 60
Dinner platesqty 60
Dessert platesqty 60
Forksqty 60
Knivesqty 60
Spoonsqty 60
Serving spoonsqty 8
Serving plattersqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Cutting boardsqty 3
Chef's knifeqty 3
Serving traysqty 6
Food warmersqty 3
Bread basketsqty 4

Equipment

Projectorqty 2
Projection screensqty 2
Laptopsqty 3
HDMI cablesqty 3
Power stripsqty 8
Extension cordsqty 6
Portable speakersqty 2
Microphone
Flip chartsqty 4
Flipchart standsqty 4

Workshop materials

Notebooksqty 60
Ballpoint pensqty 70
Pencilsqty 40
Markersqty 40
Colored pencilsqty 40
Writing paperqty 500
Flip chart sheetsqty 100
Sticky notesqty 20
Tapeqty 8
Scissorsqty 20
Glue sticksqty 20
Rulersqty 20
Name stickersqty 70
Work foldersqty 60
Table labelsqty 12

Decorations

Wayfinding signsqty 8
Tableclothsqty 12
Chalkboardsqty 4
Vasesqty 8

Lighting

Table lampsqty 6

Cleaning

Waste binsqty 8
Washing-up tubsqty 3
Spongesqty 6
Dish brushesqty 3
Bucketsqty 4
Mopsqty 4
Broom setsqty 2

Catering

Groceries

Tips

Set the workshop schedule before sending invitations. Include start and finish times, room names, breaks and enough changeover time for participants and leaders to move between sessions.
Confirm workshop leaders and room requirements before you reserve spaces. A session needing a projector, speakers or a particular table layout can affect the room plan.
Close or review registrations early enough to order catering and prepare name badges. Use the final registration list to confirm attendance, dietary requirements and workshop choices.
Prepare one labelled set of worksheets and materials for each workshop rather than sorting them during the event. Keep spare copies available for late changes or damaged pages.
Set up and test the technical equipment before opening the rooms. Check every laptop, projector, HDMI cable, power strip and extension cord in the room where it will be used, not just at the registration desk.

Frequently asked questions

How far in advance should I organise a workshop day?: Start planning at least 6 to 8 weeks before the event. Confirm the venue and workshop leaders first, then allow time for invitations, registrations, catering and materials.
When should I send workshop invitations?: Send invitations about 4 to 6 weeks before the workshop day. Give participants at least 2 weeks to register, especially if they need to choose between sessions or report dietary requirements.
How much time do I need to set up a workshop day?: Allow at least 2 hours for setup, and more if several rooms are used. Set up signs, tables, chairs, the registration desk and coffee station first, then test presentations and speakers in every room.
When should I order catering for a workshop day?: Order catering as soon as registrations are sufficiently stable, usually 7 to 10 days before the event. Confirm the final headcount and dietary requirements no later than 3 to 5 days beforehand.

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.