Improvisation Workshop Checklist

An improvisation workshop needs more than a set of exercises. You need a room that supports movement, a clear participant list, working audio equipment, and materials ready before the first person arrives. This checklist takes you from confirming the date and capacity to registration, refreshments, and the final room setup. Use it to keep practical details—such as dietary requirements, charging cables, timers, and circle seating—from becoming last-minute problems.

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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

Confirm date and location
Check room and capacity
Send invitations
Process registrations
Collect dietary requirements
Update participant list
Make reservations
Develop the workshop program
Select improvisation exercises
Set up music for exercises
Take inventory of supplies
Do the shopping
2 people
Label diet meals separately
Chill drinks
Lay out materials
2 people
Clean the room
2 people
Set up tables
2 people
Arrange chairs in a circle
2 people
Set up registration desk
Set up flip charts and materials
2 people
Set up catering
2 people
Test the equipment

Event

Receive participants
2 people
Register attendance
Serve coffee and tea
2 people
Introduce workshop
Guide icebreaker exercises
Guide basic exercises
Serve break snacks
2 people
Refill drinks
Guide advanced exercises
Set up the dinner buffet
2 people
Serve dinner
2 people
Lead evening exercises
Facilitate presentations
Handle the closing
See participants off
2 people

Aftercare

Pack leftover food
2 people
Collect materials
2 people
Wash dishes
2 people
Sort and remove waste
2 people
Clean the room
2 people
Switch off the equipment
Return borrowed items
Send follow-up participant information

What to bring

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

Furniture

Chairsqty 35
Tablesqty 6
Registration desk
Coat racksqty 2
Waste binsqty 4

Equipment

Portable speaker
Laptop
Charging cablesqty 3
Power stripsqty 2
Extension cordsqty 3
Timer

Workshop materials

Flip chartsqty 2
Flip chart paperqty 3
Markersqty 24
Notepadsqty 35
Pensqty 40
Improvisation cardsqty 100
Propsqty 20
Tapeqty 4
Sticky notesqty 6

Tableware

Reusable cupsqty 40
Platesqty 40
Forksqty 40
Knivesqty 40
Spoonsqty 40
Serving spoonsqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 3
Coolersqty 2
Cutting boardsqty 2
Knivesqty 3
Serving traysqty 4

Decorations

Name badgesqty 40
Tableclothsqty 6
Welcome sign

Cleaning

Bucketsqty 2
Cleaning clothsqty 12
Dish brushesqty 3
Hand soapqty 2

Catering

Groceries

Tips

Confirm the room’s capacity before sending invitations, then allow enough open space for movement and circle work. Check the chair layout rather than assuming the room can be rearranged quickly.
Finish registrations and dietary requirements before shopping. Label diet meals separately and update the participant list so catering quantities and the registration desk match the final numbers.
Test the laptop, portable speaker, charging cables, power strips, and extension cords before the workshop day. Play the exercise music from the exact position where the equipment will be used.
Set up chairs in a circle and place the registration desk near the entrance. Put flip charts, markers, notepads, pens, improvisation cards, props, tape, and sticky notes where participants can reach them without interrupting an exercise.
Prepare coffee, tea, and chilled drinks before arrival, but keep serving areas clear of the workshop space. Count reusable cups, plates, cutlery, serving spoons, waste bins, and coat racks during the supplies check.

Frequently asked questions

How early should I arrive for an improvisation workshop?: Arrive at least 60 minutes before participants. Use the first 30 minutes for cleaning, arranging the chairs and registration desk, and laying out materials; reserve the remaining time to test equipment and set up catering.
How many chairs do I need for an improvisation workshop?: Prepare one chair per registered participant, then check whether the room still has enough open floor space for movement. Arrange the chairs in a circle before arrival and keep extra chairs available only if the room capacity allows it.
When should I collect dietary requirements?: Ask for dietary requirements when registrations open and set a clear response deadline at least 7 days before the workshop. Update the participant list after that deadline and label diet meals separately during setup.
What equipment should I test before the workshop?: Test the laptop, portable speaker, music, timer, charging cables, power strips, and extension cords on the day before the workshop. Run the speaker from the planned room position and keep a working timer ready for exercises.

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