Job application workshop checklist

A job application workshop needs more than a presentation and a room. You need time to collect registrations, dietary requirements, and suitable practice vacancies, then prepare worksheets, handouts, name badges, and evaluation forms. This checklist puts the work in a practical order, from reserving the venue to receiving participants. It also helps you catch the details that are often left until the last minute, such as printing the participant list, testing the HDMI connection, and setting up coffee and tea.

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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 venue
Create a registration form
Send invitations
Process registrations
Collect dietary requirements
Select practice vacancies
Update worksheets
Check the presentation
Order catering
Determine the table layout
Make name badges
Print programs
Print handouts
Print evaluation forms
Print participant list
Send reminder
Do the shopping
2 people
Check the venue
2 people
Set up tables and chairs
3 people
Connect presentation equipment
2 people
Set up registration desk
Lay out work folders
2 people
Set out coffee and tea
2 people
Hang up signage

Event

Receive participants
2 people
Register attendance
2 people
Give introduction
Explain job skills
Supervise CV exercise
2 people
Refill break drinks
Practice job interviews
3 people
Lead the feedback round
2 people
Set up lunch buffet
2 people
Serve lunch
2 people
Refill drinks
Answer questions
Practice elevator pitch
2 people
Hand out evaluations
Wrap up workshop

Aftercare

Collect materials
2 people
Wash dishes
2 people
Collect waste
2 people
Pack equipment
2 people
Clean the room
3 people
Lock up the venue
Process evaluation forms
Send thank-you message

What to bring

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

Furniture

Tablesqty 6
Chairsqty 30
Coat rack

Equipment

Laptop
Projector
Projection screen
HDMI cable
Extension cordsqty 3
Power stripsqty 3
Flip chart stand
Flipchart padsqty 2
Whiteboard

Tableware

Coffee mugsqty 30
Drinking glassesqty 30
Platesqty 30
Teaspoonsqty 30

Kitchen

Kettlesqty 2
Thermos flasksqty 3
Serving traysqty 3
Bread basketsqty 3
Coolersqty 2

Stationery

Ballpoint pensqty 30
Markersqty 12
Notepadsqty 30
Clipboardsqty 24
Ring bindersqty 24
Sticky notesqty 12
Name badge holdersqty 30
Worksheetsqty 30
Programsqty 30
Evaluation formsqty 30

Decorations

Signage boardsqty 6

Cleaning

Bucketsqty 2
Microfiber clothsqty 10
Broom and dustpan

Catering

Groceries

Tips

Close registration at least 3–5 days before the workshop so you can process names, dietary requirements, badges, folders, and printed participant lists together.
Choose the practice vacancies before updating the worksheets and presentation. Allow 2–3 realistic vacancies per exercise so participants can compare different application approaches.
Print handouts, worksheets, programs, and evaluation forms at least 1 day ahead, plus 10% extra copies. Keep the participant list at the registration desk rather than on every table.
Test the laptop, projector, projection screen, HDMI cable, extension cords, and power strips in the actual room on the day before. A presentation that works elsewhere may fail because of the venue setup.
Set up the registration desk, tables, chairs, signage, work folders, and refreshments at least 60 minutes before arrival. Put out pens, notepads, clipboards, and name badge holders before participants enter.

Frequently asked questions

How far in advance should I organize a job application workshop?: Reserve the venue and create the registration form at least 3–4 weeks ahead. Send invitations 2–3 weeks before the workshop, then send a reminder 2–3 days before it starts.
How many practice vacancies do I need for a job application workshop?: Prepare 2–3 practice vacancies for each main exercise, with different roles or requirements. This gives participants enough choice without making the worksheets and discussion too broad.
When should I print the workshop materials?: Print programs, handouts, worksheets, evaluation forms, and the participant list 1 day before the workshop. Prepare about 10% extra copies, and keep the final registration list available at the registration desk.
How early should I set up the workshop room?: Arrive at least 60 minutes before participants are due. Use that time to arrange tables and chairs, connect the presentation equipment, set up registration, place work folders, and prepare coffee and tea.

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