How to organise an innovation workshop

An innovation workshop needs more than a room, a projector and a few good ideas. Start by defining the outcome, then build a timed programme around the teaching methods and group work you want to use. Registrations, dietary requirements and printed materials should be settled before the final week. On the day, allow time to ventilate the room, test the presentation equipment, arrange the work tables and prepare reception 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 a room
2
Create the program
2 people
3
Choose teaching methods
2 people
4
Send invitations
5
Process registrations
6
Send reminder
7
Collect dietary requirements
8
Order catering
9
Check materials
2 people
10
Print worksheets
11
Prepare name badges
12
Do the shopping
2 people
13
Chill drinks
14
Prepare snacks
2 people
15
Ventilate room
16
Set up tables
3 people
17
Set up chairs
2 people
18
Test presentation equipment
2 people
19
Set up flip charts
20
Prepare work materials
2 people
21
Set up the catering buffet
2 people
22
Set up the reception table

Event

23
Receive participants
3 people
24
Hand out name badges
2 people
25
Open the workshop
26
Explain the goals and agenda
27
Guide the inspiration session
2 people
28
Facilitate idea round
3 people
29
Serve coffee break
2 people
30
Refill drinks
31
Develop concepts
3 people
32
Present drafts
2 people
33
Serve dinner buffet
3 people
34
Set priorities
3 people
35
Develop action plans
3 people
36
Share results in plenary
2 people
37
Wrap up workshop

Aftercare

38
Pack leftovers
2 people
39
Collect waste
2 people
40
Wash dishes
2 people
41
Clear tables and chairs
3 people
42
Switch off the equipment
43
Clean the room
3 people
44
Sort materials
2 people
45
Return borrowed items
46
Send participant materials afterward

What to bring

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

Furniture

Work tablesqty 6
Chairsqty 45
Buffet tablesqty 2
Reception desk
Waste binsqty 4

Equipment

Projector
Projection screen
Laptop
HDMI cableqty 2
HDMI adapterqty 2
Portable speaker
Wireless microphone
Extension cordqty 3
Power stripqty 4
Presentation clicker
Charging cablesqty 4

Kitchen

Coffee makerqty 2
Kettleqty 2
Coolersqty 3
Serving traysqty 6
Pitcherqty 4
Serving spoonsqty 6
Bread basketsqty 4

Tableware

Coffee cupsqty 50
Drinking glassesqty 60
Platesqty 50
Cutlery setsqty 50
Coffee spoonsqty 50

Workshop materials

Flip chartsqty 6
Flip chart sheetsqty 2
Whiteboardsqty 6
Whiteboard markersqty 24
Sticky notesqty 30
Markersqty 48
Pensqty 50
Notepadsqty 50
Worksheetsqty 50
Name badgesqty 50
Badge holdersqty 50
Voting stickersqty 300
Scissorsqty 8
Tapeqty 8
Glue sticksqty 12
Table numbersqty 6
Name stickersqty 60

Cleaning

Dustpan and brushqty 2
Bucketsqty 2
Cleaning clothsqty 12

Catering

Groceries

Tips

Set the programme before sending invitations. Give each activity a start and finish time, and include short transitions so groups can move between presentation, discussion and hands-on work without running behind.
Close registrations at least 5 working days before the workshop. Use the final list to prepare name badges, print worksheets and confirm dietary requirements with the caterer.
Test the laptop, projector, screen, HDMI cable, adapter, speaker and microphone at least 60 minutes before opening. Keep an extension cord, power strip and charging cables at the presentation area rather than searching for them during the workshop.
Set up work tables and chairs according to the group activities, not just the room capacity. Put flip charts and fresh sheets where teams can reach them, and leave a clear route to the reception desk and catering buffet.
Prepare drinks and snacks before participants arrive, including chilled drinks, coffee cups, glasses, plates and cutlery. Place waste bins near the buffet and reception area so used tableware does not collect on work tables.

Frequently asked questions

How far in advance should I plan an innovation workshop?: Reserve the room and set the workshop outcome at least 4 to 6 weeks ahead. Finalise the programme, teaching methods and invitation details before opening registrations.
When should I send a reminder for an innovation workshop?: Send the reminder 3 to 5 working days before the workshop. Include the start time, arrival instructions, agenda highlights and any preparation participants need to complete.
How early should I arrive to set up an innovation workshop?: Arrive at least 90 minutes before participants are due. This gives you time to arrange tables and chairs, prepare reception and catering, ventilate the room and test every presentation connection.
How much catering do I need for an innovation workshop?: Plan one coffee or soft drink per person for the first hour, then about one drink per person for every following hour. Add a snack break for workshops longer than 3 hours and confirm dietary requirements before ordering.

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