How to organise an innovation workshop

An innovation workshop needs more than a good idea and a few tables. Start by fixing the date, venue and programme, then build the participant list and group structure around the session format. Several days before the workshop, confirm registrations, dietary requirements, worksheets and presentation equipment. On the day, allow time for the room layout, workstations, coffee station and technical test 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 date and program
2 people
2
Reserve the venue and hall
3
Assign workshop leader
4
Develop the program
2 people
5
Select teaching methods
2 people
6
Compile the participant list
7
Send invitations
8
Process registrations
9
Collect dietary requirements
10
Send reminder
11
Assign participant groups
2 people
12
Prepare worksheets
2 people
13
Check the presentation
2 people
14
Test the equipment
2 people
15
Order catering
16
Do the shopping
2 people
17
Collect materials
2 people
18
Make name badges
19
Set out the room layout
2 people
20
Set up tables
3 people
21
Set up chairs
3 people
22
Set up workstations
3 people
23
Set out presentation materials
2 people
24
Set up coffee station
2 people
25
Prepare snacks
3 people
26
Chill drinks
27
Set up registration desk
2 people

Event

28
Staff the reception desk
2 people
29
Register participants
2 people
30
Hand out name badges
31
Serve coffee and tea
2 people
32
Deliver welcome presentation
2 people
33
Explain workshop goals
34
Guide the inspiration session
2 people
35
Facilitate brainstorming
3 people
36
Refill drinks
37
Serve break snacks
2 people
38
Cluster ideas
3 people
39
Develop concepts
4 people
40
Set up the buffet
3 people
41
Serve dinner
3 people
42
Collect tableware and glasses
2 people
43
Guide concept presentations
2 people
44
Lead the feedback round
2 people
45
Serve the networking drinks reception
2 people
46
Refill drinks
47
Remove waste regularly

Aftercare

48
Clean up catering
3 people
49
Switch off equipment
2 people
50
Collect materials
3 people
51
Dismantle tables and chairs
4 people
52
Wash dishes
2 people
53
Clean the room
3 people
54
Sort and remove waste
2 people
55
Return borrowed materials
2 people
56
Store leftover groceries
57
Send a thank-you gift to participants
58
Share Presentation Materials

What to bring

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

Furniture

Tablesqty 8
Chairsqty 40
Buffet tableqty 2
Registration desk
Coat racksqty 2

Equipment

Projector
Projection screen
Laptop
HDMI cableqty 2
Extension cordsqty 3
Power stripsqty 4
Wireless presenter
Whiteboardsqty 4
Flip chartsqty 4
Timerqty 4

Kitchen

Coffee makerqty 2
Kettlesqty 2
Coolersqty 2
Thermos flasksqty 4
Serving plattersqty 8
Serving utensilsqty 8
Cutting boardsqty 4
Chef's knivesqty 4
Pliersqty 6
Serving spoonsqty 6
Cool bagsqty 4

Tableware

Coffee cupsqty 40
Drinking glassesqty 50
Platesqty 50
Cutlery setsqty 50
Coffee spoonsqty 40

Decorations

Name badgesqty 40
Badge holdersqty 40
Tableclothsqty 8
Directional signsqty 8
Vasesqty 6

Lighting

Table lampsqty 6

Catering

Groceries

Cleaning

Trash binsqty 6
Waste sorting binsqty 3
Bucketsqty 2
Mopsqty 2
Broomqty 2
Dustpan and brushqty 2

Workshop materials

Markersqty 80
Sticky notesqty 20
A4 paperqty 500
A3 paperqty 100
Scissorsqty 20
Glue sticksqty 20
Tapeqty 10
Duct tapeqty 4
Voting stickersqty 500
Color cardsqty 100
Ropeqty 2
Cardboardqty 50
Poster puttyqty 10

Tips

Set the programme before booking the room layout. Decide how many people will work in each group, how much time each activity needs and whether you need tables for teamwork, presentation space or separate workstations.
Send invitations early enough to process registrations and collect dietary requirements before ordering catering. Send a reminder with the start time, venue details and any preparation participants need at least 2–3 days beforehand.
Test the presentation setup before the workshop starts, including the laptop, projector, screen, HDMI cable, wireless presenter, extension cords and power strips. Do not assume the venue’s equipment is compatible with your laptop.
Prepare one complete set of worksheets, pens and presentation materials for each participant group, not just one pile for the room. Add a timer and visible flip charts or whiteboards so groups can keep working without waiting for instructions.
Set up the room before registration opens: tables, chairs, workstations, name badges, directional signs and the registration desk first, then the coffee station and snacks. Keep serving utensils, cups, glasses, plates and cutlery together so refreshments do not interrupt the first activity.

Frequently asked questions

How far in advance should I organise an innovation workshop?: Start planning at least 4–6 weeks ahead. This gives you time to reserve the venue, assign the workshop leader, develop the programme, invite participants, process registrations and order catering.
How do I structure the programme for an innovation workshop?: Set a clear sequence of activities with a time limit for each exercise, discussion and presentation. Include short transitions and breaks, and assign groups before the workshop so you do not spend the first 15 minutes organising teams.
What equipment do I need to test before an innovation workshop?: Test the laptop, projector, projection screen, HDMI cable, wireless presenter and power connections at least once before participants arrive. Allow 30 minutes on the day for a final check, especially if several groups will use workstations or presentation equipment.
When should I order catering for an innovation workshop?: Order catering after registrations and dietary requirements are confirmed, usually 5–7 days before the workshop. Prepare coffee, water and snacks before the opening activity so participants can settle in without delaying the programme.

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