Improvisation Workshop Checklist

An improvisation workshop needs more than a trainer and a few games. You need a suitable room, a clear programme, enough open floor space, and materials that support quick group exercises. Use this checklist to organise the workshop in the right order, from confirming the date and trainer to registering participants and arranging chairs in a circle. It also helps you handle details people often leave too late, such as dietary requirements, access information, name stickers, music, and shopping.

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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

Set the date and program
Reserve workshop space
Confirm trainer and supervisor
Send invitations
Process registrations
Keep track of the participant list
Collect dietary requirements
Send practical information
Develop the program
2 people
Select improvisation exercises
2 people
Prepare game cards
Check the shopping list
Do the shopping
2 people
Collect materials
2 people
Prepare name stickers
Compile the music playlist
Check route and access

Event

Open room
2 people
Set up the reception table
2 people
Register participants
2 people
Hand out name stickers
Set out coffee and tea
2 people
Set out water and soft drinks
Arrange chairs in a circle
3 people
Clear the practice room
2 people
Set up the flip chart and materials
2 people
Test sound system
Welcome participants
2 people
Explain the house rules and program
Lead the warm-up
2 people
Lead improvisation exercises
2 people
Supervise breaks
2 people
Serve lunch and snacks
3 people
Refill drinks
Move materials during rehearsals
2 people
Take group photo
Wrap-up and collect feedback
2 people
See participants off
2 people

Aftercare

Sort materials
2 people
Wash dishes
2 people
Collect waste
2 people
Clean the room
3 people
Put tables and chairs back
3 people
Switch off the equipment
Return borrowed materials
Store leftover groceries
Lock up the venue
Send thank-you message

What to bring

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

Furniture

Chairsqty 24
Tablesqty 4
Side tablesqty 2
Clothing rack
Waste binsqty 3

Workshop materials

Flip chart
Flipchart padsqty 2
Black markersqty 6
Colored markersqty 2
Sticky notesqty 6
Ballpoint pensqty 24
Name stickersqty 24
Index cardsqty 100
Game cardsqty 60
Masking tapeqty 3
Scarvesqty 12
Soft ballsqty 4
Hatsqty 6
Costume accessoriesqty 12
Newspaper setsqty 6
Kitchen timer

Equipment

Bluetooth speaker
Extension cordsqty 2
Power stripsqty 2
Phone holder

Tableware

Reusable cupsqty 24
Platesqty 24
Cutlery setsqty 24
Pitcherqty 3
Serving traysqty 3

Catering

Cool box
Groceries

Cleaning

Broom
Dustpan and brush
Mopqty 2
Bucket

Tips

Book a room with enough clear floor space for movement, not just enough chairs. Arrange the chairs in a circle shortly before the workshop and keep tables to the side so exercises can start without rearranging the room.
Confirm the trainer and facilitator before sending invitations. Ask for the final programme and exercise list early enough to prepare game cards, index cards, flip-chart materials, markers, sticky notes, and any props.
Set a registration deadline several days before the workshop. Use the final participant list to prepare name stickers, collect dietary requirements, and send practical information about the route, access, start time, and what participants should expect.
Plan refreshments around the workshop schedule rather than leaving them until arrival. Set out coffee, tea, water, and soft drinks before registration, and place cups, a pitcher, serving trays, plates, and cutlery where they will not interrupt the exercises.
Do a room and equipment check before participants arrive. Test the Bluetooth speaker, phone holder, extension cords, and power strips, and place waste bins where drinks and workshop materials are being used.

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 room, trainer, and programme first, then allow time for invitations, registrations, participant questions, shopping, and material preparation.
How much room do I need for an improvisation workshop?: Plan for a clear central area where participants can move and perform, with chairs arranged in a circle around it. Check the room at least 1 week in advance so tables, furniture, cables, and storage do not reduce the usable floor space.
When should I send practical information to workshop participants?: Send it 3 to 5 days before the workshop, after the route, access arrangements, programme, start time, and registration details are confirmed. Include any information participants need about clothing, breaks, refreshments, and the workshop format.
When should I prepare the materials for an improvisation workshop?: Prepare and check the materials 1 to 2 days beforehand, including game cards, name stickers, markers, sticky notes, flip-chart pads, props, and the music playlist. Pack them together so setup on the day takes no more than 30 to 45 minutes.

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