Improvisation workshop checklist

Organising an improvisation workshop takes more than booking a room and choosing a few exercises. You need a clear programme, a confirmed facilitator, a workable circle of chairs, and enough space for movement. This checklist covers the planning from invitations and registrations through room setup, materials, refreshments, and participant arrival. Use it to spot the details that are easy to leave until the last hour, such as dietary requirements, name badges, cooled drinks, and room ventilation.

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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

Reserve a room
Confirm the workshop date
Send invitations
Process registrations
Collect dietary requirements
Update participant list
Create schedule and timings
2 people
Select exercises
2 people
Order catering
Confirm workshop leader
Determine the room layout
2 people
Check materials
2 people
Send participant information
Prepare name badges
Do the shopping
2 people
Chill drinks
Prepare snacks
2 people
Open venue
2 people
Ventilate room
Set up tables
2 people
Arrange chairs in a circle
2 people
Prepare workshop materials
2 people
Set up catering
2 people

Event

Welcome walk-in guests
2 people
Hand out name badges
Welcome workshop
Explain the rules
Leading warm-up exercises
Facilitate improv games
Serve break drinks
2 people
Refill drinks
Serve dinner
3 people
Serve diet meals
Guide follow-up games
Guide final presentations
Handle the closing

Aftercare

Pack leftovers
2 people
Collect tableware
2 people
Sort materials
2 people
Clear tables and chairs
3 people
Collect waste
2 people
Clean the kitchen
2 people
Clean the room
2 people
Switch off equipment
Lock up the venue
2 people
Return tableware
Return rental items
2 people
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, workshop date, room access, and programme before sending invitations. Participants need the start and finish times, arrival instructions, and any information about what to wear or bring.
Plan the room around movement rather than desks. Leave enough open space for exercises, arrange the chairs in a circle, and check that tables, extension cords, and the speaker will not obstruct the activity area.
Prepare workshop materials in separate, labelled groups before the day. Check props, soft practice balls, scarves, baskets, coloured cards, sticky notes, flip-chart paper, markers, notepads, and pens instead of discovering a shortage during an exercise.
Close registration with enough time to update the participant list and collect dietary requirements. Order catering only after you know the final numbers, and allow time to prepare snacks, cool drinks, and set out cups, plates, and cutlery.
Schedule setup before participants arrive, not during check-in. Open and ventilate the room, set up the chairs and tables, test the laptop, microphone, speaker, timer, and chargers, then place name badges where the person receiving arrivals can hand them out quickly.

Frequently asked questions

How far in advance should I organise an improvisation workshop?: Start at least 4 to 6 weeks before the workshop. Confirm the facilitator, room, date, programme, catering needs, and registration process first, then send invitations once the essential details are fixed.
How should I arrange the room for an improvisation workshop?: Use a clear central area for movement and arrange the chairs in a circle. Set up tables at the edge for catering and materials, and allow at least 30 minutes before the start time for ventilation, furniture, equipment, and exercise materials.
How many materials do I need for an improvisation workshop?: Prepare one notepad, pen, and name badge per participant, plus at least 10% extra. Check shared items such as props, soft balls, scarves, baskets, coloured cards, flip-chart paper, and markers against the planned exercises before the workshop day.
When should I order catering for an improvisation workshop?: Order catering after registration closes and dietary requirements have been collected, usually 3 to 7 days before the workshop. Keep a current participant list so the quantities match the final attendance rather than the number originally invited.

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