How to organise an entrepreneurs' workshop

A useful entrepreneurs' workshop depends on more than booking a room and inviting speakers. Start by fixing the programme and venue, then confirm speakers before opening registration. Registration gives you the numbers for catering, dietary requirements, seating and printed worksheets. In the final week, check the presentation, prepare name badges and collect every workshop material. On the day, leave enough time to arrange worktables, test the projector and HDMI connection, and set up coffee 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
Finalize the program
2 people
3
Confirm speakers
4
Send invitations
5
Open the registration form
6
Process registrations
7
Send reminder
8
Collect dietary requirements
9
Check participant list
10
Determine catering quantities
2 people
11
Finalize worksheets
2 people
12
Check the presentation
13
Prepare name badges
14
Collect materials
2 people
15
Do the shopping
2 people
16
Chill drinks
17
Make the venue accessible
2 people
18
Clean the room
2 people
19
Set up tables
3 people
20
Set up chairs
2 people
21
Set up the presentation equipment
2 people
22
Test the equipment
2 people
23
Set up worktables
2 people
24
Set up registration desk
25
Set out coffee and tea
2 people
26
Set up the buffet
3 people
27
Brief reception team
2 people

Event

28
Receive participants
3 people
29
Register attendance
2 people
30
Hand out name badges
2 people
31
Serve welcome coffee
2 people
32
Guide the opening
33
Guide workshop block one
2 people
34
Refill drinks
35
Serve snack breaks
2 people
36
Supervise workshop block two
2 people
37
Collect questions
38
Serve the evening buffet
3 people
39
Restock the buffet
2 people
40
Lead networking exercise
2 people
41
Refill drinks
42
Lead the practical session
2 people
43
Collect worksheets
2 people
44
Handle the closing
45
Facilitate informal networking
2 people

Aftercare

46
Pack leftovers safely
2 people
47
Collect waste
2 people
48
Wash dishes
2 people
49
Clear tables and chairs
3 people
50
Pack up presentation equipment
2 people
51
Clean the room
3 people
52
Return materials
2 people
53
Return borrowed items
2 people
54
Send thank-you message

What to bring

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

Furniture

Tablesqty 6
Chairsqty 36
Buffet tablesqty 2
Registration desk

Tableware

Coffee cupsqty 40
Glassesqty 40
Platesqty 40
Cutlery setsqty 40
Serving bowlsqty 8
Serving plattersqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Serving tongsqty 6
Coolersqty 3

Equipment

Laptop
Projector
Projection screen
HDMI cableqty 2
HDMI adapterqty 2
Extension cordsqty 4
Power stripsqty 4
Wireless microphone
Presentation clicker

Workshop materials

Flip chart standqty 2
Flipchart padsqty 4
Markersqty 24
Pensqty 40
Notepadsqty 40
Worksheetsqty 40
Sticky notesqty 12
Name badgesqty 40
Table numbersqty 6

Decorations

Tableclothsqty 8
Menusqty 6

Cleaning

Waste binsqty 4
Hand soap dispensersqty 3
Washing-up tubsqty 2

Catering

Groceries

Tips

Set the programme before sending invitations. Confirm each speaker, session length and break time first, then open registration with the final schedule rather than changing it after people sign up.
Use registration data to plan the room. Check the participant list and dietary requirements at least 3 days before the workshop, then determine catering quantities and arrange tables and chairs for the expected group size.
Prepare workshop materials before the final setup. Finish the worksheets, collect flipchart pads and markers, and provide at least one pen per participant so the registration desk is not handling last-minute requests.
Test presentation equipment while there is still time to replace a missing cable or adapter. Connect the laptop, projector, screen, HDMI cable and HDMI adapter, then test the wireless microphone and presentation clicker before participants arrive.
Build the day around two separate setup zones. Put the registration desk near the entrance, and arrange coffee, tea, cups and chilled drinks away from the worktables so arrivals do not interrupt the first exercise.

Frequently asked questions

How far in advance should I organise an entrepreneurs' workshop?: Reserve the venue and confirm speakers at least 6 weeks ahead. Open registration once the programme is stable, and send a reminder 3 to 5 days before the workshop.
How do I plan catering for an entrepreneurs' workshop?: Use the confirmed participant list rather than the number of invitations. Collect dietary requirements no later than 3 days before the event, then order food and drinks for the registered group plus a small buffer.
What should I test before an entrepreneurs' workshop?: Test the laptop, projector, projection screen, HDMI cable, adapter, microphone and clicker on the actual setup at least 1 hour before arrival. Keep extension cords and power strips available for equipment that cannot reach the nearest outlet.
When should I set up the workshop room?: Allow 2 to 3 hours for cleaning the room, arranging tables and chairs, setting up worktables and the registration desk, preparing coffee and tea, and testing equipment. Finish the technical test before participants enter.

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