How to organise an improvisation workshop

A good improvisation workshop depends on flow: the right room, a confirmed facilitator, a clear programme and enough space to move. Start by fixing the date and room, then build the participant list and select exercises that fit the available time. In the final week, confirm dietary requirements, catering and equipment. On the day, allow at least 60 minutes for ventilation, seating, materials and refreshments before the first attendee 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
Reserve a room
2
Confirm the workshop date
3
Send invitations
4
Process registrations
5
Collect dietary requirements
6
Update participant list
7
Create schedule and timings
2 people
8
Select exercises
2 people
9
Order catering
10
Confirm workshop leader
11
Determine the room layout
2 people
12
Check materials
2 people
13
Send participant information
14
Prepare name badges
15
Do the shopping
2 people
16
Chill drinks
17
Prepare snacks
2 people
18
Open venue
2 people
19
Ventilate room
20
Set up tables
2 people
21
Arrange chairs in a circle
2 people
22
Prepare workshop materials
2 people
23
Set up catering
2 people

Event

24
Welcome walk-in guests
2 people
25
Hand out name badges
26
Welcome workshop
27
Explain the rules
28
Leading warm-up exercises
29
Facilitate improv games
30
Serve break drinks
2 people
31
Refill drinks
32
Serve dinner
3 people
33
Serve diet meals
34
Guide follow-up games
35
Guide final presentations
36
Handle the closing

Aftercare

37
Pack leftovers
2 people
38
Collect tableware
2 people
39
Sort materials
2 people
40
Clear tables and chairs
3 people
41
Collect waste
2 people
42
Clean the kitchen
2 people
43
Clean the room
2 people
44
Switch off equipment
45
Lock up the venue
2 people
46
Return tableware
47
Return rental items
2 people
48
Send thank-you message

What to bring

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

Furniture

Chairsqty 36
Foldable tablesqty 6
Buffet tablesqty 2
Tableclothsqty 8

Equipment

Portable speaker
Microphone
Extension cordsqty 3
Power stripsqty 3
Timerqty 2
Laptop
Chargersqty 3

Paper goods

Flip chart
Flip chart sheetsqty 2
Notepadsqty 36
Pensqty 40
Name badgesqty 40
Sticky notesqty 6
Colored cardsqty 100
Markersqty 24

Workshop materials

Propsqty 30
Soft practice ballsqty 6
Scarvesqty 12
Basketsqty 4

Tableware

Glassesqty 40
Coffee cupsqty 36
Platesqty 40
Cutlery setsqty 40
Serving plattersqty 8
Serving spoonsqty 6

Kitchen

Coffee maker
Kettlesqty 2
Coolersqty 2
Thermos flasksqty 3
Cutting boardsqty 2
Bread knivesqty 2
Kitchen knivesqty 2
Pliersqty 4
Bottle openersqty 2

Cleaning

Waste binsqty 4
Bucketsqty 2
Mopsqty 2
Broom and dustpanqty 2
Cleaning glovesqty 4
Hand soap dispensersqty 2

Catering

Groceries

Tips

Confirm the facilitator before sending invitations, then publish the workshop date, start and finish time, registration deadline and any clothing or accessibility information. Late changes are harder to manage once registrations are open.
Plan the room around movement rather than tables. Leave the centre open, arrange chairs in a circle, and check that participants can move safely before setting out props, soft practice balls, scarves or baskets.
Prepare the programme in timed blocks, including a welcome, warm-up, exercises, breaks and closing activity. Keep a timer available so one exercise does not use the time needed for the final activities.
Close registration several days before the workshop and update the participant list with dietary requirements. Order catering only after you know the final number, and prepare name badges before arrival rather than during check-in.
Test the portable speaker, microphone, laptop, chargers and extension cords before the venue opens. Bring spare pens, flip-chart paper, sticky notes and markers; missing basic stationery can stop an exercise even when the main materials are ready.

Frequently asked questions

How far in advance should I organise an improvisation workshop?: Secure the room and facilitator at least 4 to 6 weeks before the workshop. Send invitations once the date, programme outline and registration process are confirmed, then close registrations several days before the event.
How should I set up the room for an improvisation workshop?: Set up the main chairs in a circle and keep the centre clear for movement. Allow at least 60 minutes before the start to ventilate the room, move tables, place materials and test the speaker or microphone.
How many improvisation exercises should I plan?: Plan several short exercises rather than relying on one long activity, and leave time for transitions and a break. A practical programme includes a warm-up, core exercises, a closing activity and at least 10 minutes of buffer time.
When should I prepare catering and name badges?: Confirm the final participant count and dietary requirements several days before the workshop, then order or buy the catering. Prepare name badges before opening the venue so check-in only involves welcoming attendees and handing them out.

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