Instrument workshop checklist: what to arrange and when

An instrument workshop needs more than instruments and a room. You need a clear registration process, enough workstations, tested sound equipment, and a schedule that keeps teachers and participants moving together. Use this checklist to work through the planning in the right order, from confirming the venue and instructors to preparing reception, refreshments, and the final setup. It also highlights details that are easy to leave until the last minute, such as dietary requirements, spare cables, and microphone testing.

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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 workshop room
Arrange teachers and supervisors
Send invitations
2 people
Open the registration form
Process registrations
Collect dietary requirements
Update participant list
Create the workshop schedule
2 people
Send program to attendees
Check the materials list
2 people
Reserve required materials
Check the shopping list
Do the shopping
2 people
Remind participants
Open room
2 people
Set up tables and chairs
4 people
Set up workstations
3 people
Connect sound equipment
2 people
Test microphones
2 people
Set up instruments
3 people
Set up registration desk
2 people
Prepare coffee and tea
2 people
Chill drinks
2 people
Set out snacks
2 people

Event

Staff the reception desk
2 people
Register participants
2 people
Hand out name stickers
Opening and introduction
Divide participants into groups
2 people
Lead the first workshop round
4 people
Refill drinks
Serve break snacks
2 people
Lead the second workshop round
4 people
Provide technical support
Hand out worksheets
2 people
Serve dinner
3 people
Collect tableware
2 people
Lead the Group Play Round
4 people
Refill drinks
Give closing remarks and thanks

Aftercare

Store instruments safely
3 people
Turn off the sound equipment
2 people
Wash dishes
3 people
Collect waste
2 people
Clear tables and chairs
4 people
Clean the room
3 people
Check materials
2 people
Return borrowed items
2 people
Register lost and found items

What to bring

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

Furniture

Tablesqty 10
Chairsqty 50
Folding table registration desk
Tableclothsqty 10

Equipment

Active speakersqty 2
Mixer
Microphonesqty 3
Microphone standsqty 3
Instrument cablesqty 8
Extension cordsqty 6
Power stripsqty 6
DI boxesqty 4
Metronomesqty 4
Bluetooth speaker
Laptop
HDMI cable
Extension cordsqty 4

Music equipment

Music standsqty 20
Piano stool
Percussion boxqty 2
Keyboard
Keyboard stand
Guitar standsqty 6
Spare stringsqty 4
Picksqty 30
Drumsticksqty 6
Voting devicesqty 6

Tableware

Reusable drinking glassesqty 60
Coffee cupsqty 50
Platesqty 50
Cutlery setsqty 50

Kitchen

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

Decorations

Name badgesqty 50
Name stickersqty 50
Pensqty 30
Whiteboard
Whiteboard markersqty 6
Wayfinding signsqty 4
Paper tableclothsqty 10

Catering

Groceries

Tips

Open registration only after the workshop schedule, capacity, and required instruments are clear. Keep the participant list updated as payments, cancellations, dietary requirements, and special equipment needs come in.
Allow at least 60–90 minutes before the workshop for room setup. Arrange tables, chairs, music stands, instruments, and workstations before connecting the sound system.
Test every microphone, cable, DI box, speaker, and power strip with the actual laptop or instrument setup. Keep spare strings, plectrums, drumsticks, and extension cords available rather than discovering a shortage during the session.
Send the programme and a practical reminder at least 3–5 days before the workshop. Include the arrival time, room access details, what participants should bring, and when registration opens.
Prepare the reception and refreshments before participants arrive. Set out reusable glasses, coffee cups, plates, cold drinks, and snacks, and assign someone to staff the registration table while teachers finish their final sound check.

Frequently asked questions

How long before an instrument workshop should I arrive?: Arrive 60–90 minutes before participants are due. This gives you time to set up tables and chairs, arrange workstations, connect the speakers and mixer, and test microphones and instruments without rushing.
How do I organise registrations for an instrument workshop?: Open an online registration form once the schedule and capacity are fixed, then review registrations at least once a week. Record contact details, instrument or level information, dietary requirements, and cancellations in one current participant list.
When should I send the workshop programme and reminder?: Send the programme 3–5 days before the workshop, then send a final reminder 24 hours before it starts. Include the timetable, arrival instructions, room information, and any equipment participants need to bring.
What sound equipment should I test for an instrument workshop?: Test the active speakers, mixer, microphones, microphone stands, instrument cables, DI boxes, power strips, and extension cords during setup. Allow at least 20 minutes for the sound check, including a test with the laptop or keyboard if either is part of the programme.

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