How to organise an AI workshop that runs smoothly

Start by defining what participants should be able to do by the end of the AI workshop. Build the programme around those learning objectives, then confirm the date, venue, trainers and supervisors before opening registration. Allow time for dietary information, technical requirements and laptop setup—not just the teaching content. The final week is for testing presentations and demos, confirming the participant list and preparing worksheets, name badges and workstations. On the day, open the venue early enough to test the internet, projector and every participant laptop before anyone arrives.

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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
Confirm date and location
2
Develop the program and learning objectives
2 people
3
Confirm trainers and supervisors
4
Create a registration form
5
Send invitations
6
Process registrations
7
Confirm registrations
8
Collect dietary requirements
9
Send technical requirements
10
Create worksheets and program
2 people
11
Confirm the venue and booking
12
Test presentations and demos
2 people
13
Finalize the participant list
14
Prepare name badges
15
Do the shopping
2 people
16
Collect materials
2 people
17
Remind participants

Event

18
Open venue
2 people
19
Check the venue
2 people
20
Set up tables and chairs
3 people
21
Connect the technical equipment
2 people
22
Test presentations and internet
2 people
23
Set up workstations
3 people
24
Prepare coffee and tea
2 people
25
Receive participants
3 people
26
Hand out name badges
2 people
27
Opening and safety instructions
2 people
28
Give a basic AI explanation
29
Serve snack breaks
2 people
30
Refill drinks
31
Supervise practical exercises
3 people
32
Handle questions and cases
2 people
33
Set up the dinner buffet
3 people
34
Serve dinner buffet
3 people
35
Lead an in-depth workshop
2 people
36
Supervise the final task
3 people
37
Share results and sources
38
Check out participants
2 people

Aftercare

39
Collect waste and tableware
3 people
40
Switch off equipment
2 people
41
Put tables and chairs back
3 people
42
Wash dishes
2 people
43
Clean the room
3 people
44
Check and pack materials
2 people
45
Return borrowed items
46
Send participant email

What to bring

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

Furniture

Tablesqty 8
Chairsqty 36

Equipment

Laptopsqty 30
Projector
Projection screen
HDMI cablesqty 3
HDMI adaptersqty 6
Power stripsqty 8
Extension cordsqty 6
Chargersqty 30
Timerqty 2

Tableware

Coffee cupsqty 36
Glassesqty 36
Platesqty 36
Cutlery setsqty 36
Serving plattersqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Cutting boardsqty 2
Bread knivesqty 2
Serving spoonsqty 6

Decorations

Name badgesqty 36
Table numbersqty 8
Welcome sign

Paper goods

Worksheetsqty 40
Notepadsqty 36
Pensqty 40
Flipchart padsqty 2
Flip chart markersqty 12
Sticky notesqty 12

Catering

Groceries

Tips

Set the programme before sending invitations. Divide the workshop into teaching, hands-on practice and breaks, and assign a clear learning objective to each block so trainers know how much content fits.
Close registrations early enough to process them and confirm attendance. Collect dietary requirements and technical needs in the same form, then send confirmed participants the equipment and arrival information.
Test the full setup at least one day before the workshop. Connect the projector, screen, HDMI cables, adapters, power strips and extension cords, and run every presentation or demo using the actual laptops if possible.
Prepare one workstation per participant, including a laptop, charger, power access, worksheets, notepad and pen. Keep spare HDMI adapters, chargers and extension cords available because these are often noticed only after the session starts.
Open the venue at least 60 minutes before arrivals. Check tables and chairs, place name badges and table numbers, set up the welcome sign, and prepare coffee, tea, cups, glasses and serving items before receiving participants.

Frequently asked questions

How far in advance should I plan an AI workshop?: Start at least 6 weeks before the workshop if you need to confirm trainers, book a venue and invite participants. Use the final 7 days for the participant list, dietary requirements, materials and technical testing.
How early should I arrive before an AI workshop?: Arrive at least 60 minutes before participants. This gives you time to check the room, connect the projector and internet, test presentations and demos, and set up the workstations.
What technical equipment do I need for an AI workshop?: Plan one suitable laptop and charger per participant, plus a projector, projection screen, HDMI cables, adapters, power strips and extension cords. Test the complete setup at least one day beforehand and again on the event day.
When should I send workshop reminders?: Send the first practical reminder 5 to 7 days before the workshop, including the start time, location and technical requirements. Send a final reminder 24 hours before arrival, especially if participants need to bring or prepare a laptop.

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