How to organize a marketing workshop

A marketing workshop runs smoothly when the practical details follow the learning program. Start by securing the room and confirming the agenda, then brief the coach before opening registration. During registration, collect dietary requirements and keep the participant list current. In the final week, test the projector, laptop, HDMI connections and microphone, prepare worksheets and exercises, and send one clear reminder. On the day, allow enough time for room layout, reception, coffee and technical setup before participants arrive.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Reserve the room
2
Finalize the program
2 people
3
Send the coach briefing
4
Send invitations
5
Open the registration form
6
Process registrations
7
Collect dietary requirements
8
Order catering
9
Check equipment
10
Update participant list
11
Send reminder
12
Prepare worksheets
2 people
13
Finalize presentation
14
Set out exercises
2 people
15
Make name badges
16
Do the shopping
2 people
17
Collect materials
2 people

Event

18
Open hall
19
Set up tables and chairs
3 people
20
Set up the presentation screen
2 people
21
Connect the technical equipment
2 people
22
Place work materials at each table
2 people
23
Set out coffee and tea
2 people
24
Prepare the buffet
2 people
25
Set up the reception table
26
Receive participants
2 people
27
Introduce workshop
28
Give the marketing presentation
29
Supervise the group assignment
3 people
30
Serve coffee break
2 people
31
Refill drinks
32
Lead the campaign rehearsal
3 people
33
Serve dinner buffet
3 people
34
Lead the evening session
2 people
35
Present results
36
Moderate the Q&A
37
See off guests and manage departure
2 people

Aftercare

38
Pack leftover food
2 people
39
Switch off equipment
2 people
40
Collect materials
2 people
41
Wash dishes
2 people
42
Sort waste
2 people
43
Clean the room
3 people
44
Put tables and chairs back
3 people
45
Return equipment
46
Send participant message

What to bring

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

Furniture

Tablesqty 8
Chairsqty 36
Buffet tablesqty 2
Reception desk
Waste binsqty 4

Equipment

Projector
Projection screen
Laptop
HDMI cableqty 2
HDMI adapterqty 2
Portable speaker
Wireless microphone
Power stripsqty 4
Extension cordsqty 4

Tableware

Coffee cupsqty 36
Drinking glassesqty 40
Platesqty 40
Cutlery setsqty 40
Serving spoonsqty 8
Serving bowlsqty 8

Kitchen

Coffee makerqty 2
Kettlesqty 2
Coolersqty 3
Cutting boardsqty 3
Kitchen knivesqty 3

Decorations

Tableclothsqty 10
Name card holdersqty 36
Welcome sign
Arrow signsqty 6

Lighting

Atmosphere lightsqty 4
LED light stringsqty 2

Cleaning

Bucketsqty 2
Mopsqty 2
Hand broomsqty 2
Dustpan and brushqty 2

Catering

Groceries

Tips

Set the agenda before inviting anyone. Confirm the program with the coach first, then use the final version in the invitation and registration form so participants know what the day includes.
Close or review registration at least 5–7 days before the workshop. That gives you time to update the participant list, make name badges, confirm dietary requirements and adjust catering quantities.
Test every presentation connection before the workshop starts. Check the laptop, projector, screen, HDMI cable, adapter, power strips, extension cords and microphone together rather than assuming they will work separately.
Prepare one complete materials set for each table at least one day ahead. Include the worksheets, exercises and writing materials, then place them on the tables during setup instead of sorting them at the reception desk.
Plan the arrival sequence, not just the room. Set up the reception table, welcome and arrow signs, name badges, coffee and tea before doors open; allow at least 60 minutes for furniture and equipment setup.

Frequently asked questions

How far in advance should I plan a marketing workshop?: Reserve the room and confirm the coach and program at least 4–6 weeks ahead. Open registration once the agenda, date and location are fixed, and review final numbers 5–7 days before the workshop.
How many people should a marketing workshop table seat?: Plan the table layout around the exercises rather than only the presentation. As a practical starting point, seat 4–6 participants per table so everyone has room for worksheets and group work, then check the room capacity before sending invitations.
When should I order catering for a marketing workshop?: Order catering after registration has been reviewed and dietary requirements have been collected, normally 5–7 days before the event. Keep a final participant count and dietary list available for the caterer on the morning of the workshop.
How much setup time does a marketing workshop need?: Allow at least 60 minutes for tables, chairs, reception, materials, coffee and tea, and another 20–30 minutes to test the projector, laptop, HDMI connection and microphone. If the room or equipment is unfamiliar, add 30 minutes.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.