Magic workshop checklist: what to arrange and when

A magic workshop needs more than a magician and a pack of cards. You need a clear participant list, enough practice materials for every table, and a room that works for demonstrations as well as hands-on practice. This checklist takes you from confirming the date and booking the magician to setting up the reception desk, testing the microphone and serving the break drinks. Use it to spot the details that are easiest to leave until the last day.

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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 date and location
Book the magician and assistants
Send invitations
Process registrations
Collect dietary requirements
Create final participant list
Develop the workshop program
2 people
Plan catering and groceries
Check magic supplies
2 people
Print worksheets and badges
Prepare table settings
Do the shopping
2 people
Chill drinks
Distribute materials per table
2 people

Event

Open venue
2 people
Set up tables and chairs
3 people
Test the sound and lighting
2 people
Lay out magic supplies
2 people
Set up the reception table
2 people
Receive participants
2 people
Give the workshop introduction
Demonstrate basic holds
2 people
Guide the practice round
3 people
Serve break drinks
2 people
Refill drinks
Demonstrate card tricks
2 people
Set up the dinner buffet
3 people
Serve dinner
3 people
Clear tables
2 people
Explain the final act
2 people
Coordinate participant performances
3 people
Take group photo
See participants off
2 people

Aftercare

Gather magic supplies
2 people
Wash the dishes and kitchenware
2 people
Collect and remove waste
2 people
Clear tables and chairs
3 people
Clean the venue
2 people
Return borrowed materials
Send thank-you message

What to bring

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

Furniture

Tablesqty 6
Chairsqty 24
Buffet table
Reception desk
Coat racksqty 2

Tableware

Drinking glassesqty 30
Coffee cupsqty 24
Platesqty 30
Cutlery setsqty 30
Serving plattersqty 8
Soup ladlesqty 2

Equipment

Wireless microphone
Bluetooth speaker
Projector
Projection screen
Extension cordsqty 3
Power stripsqty 3
Coolersqty 2

Magic supplies

Playing cardsqty 30
Magic coinsqty 30
Rope setsqty 12
Rubber ballsqty 24
Color side blindsqty 24
Wandsqty 12
Magic casesqty 2
Close-up matsqty 6
Plastic cupsqty 24

Office

Worksheetsqty 30
Name stickersqty 30
Pensqty 30
Flip chart
Markersqty 6

Decorations

Tableclothsqty 6
Directional signsqty 8

Lighting

Atmosphere lightsqty 4

Kitchen

Coffee maker
Kettle
Thermos flasksqty 3
Soup warmersqty 2
Cutting boardsqty 2
Bread knivesqty 2

Cleaning

Waste binsqty 3
Bucketsqty 2
Cleaning clothsqty 6

Catering

Groceries

Tips

Confirm the magician, assistants, venue and workshop date before sending invitations. Keep enough lead time to process registrations and collect dietary requirements before ordering catering.
Plan materials by table, not just by total headcount. Prepare separate sets of playing cards, coins, ropes, balls, cups, wands and close-up mats so participants can start practising without waiting.
Print worksheets, name stickers and badges before the event day, with a few spare copies and pens. Put the worksheets at each table and keep extra stationery at the reception desk.
Test the wireless microphone, Bluetooth speaker, projector and lighting while the room is arranged. Check extension cords and power strips before participants arrive, so cables do not cross walkways.
Chill drinks before opening the venue and allow time to refill them during the break. Set out glasses, coffee cups, plates and serving utensils where the catering team can reach them without interrupting the workshop.

Frequently asked questions

How far in advance should I book a magician for a workshop?: Book the magician and any assistants as soon as the date and venue are confirmed, ideally at least 6 to 8 weeks ahead. This also gives you time to build the programme and open registrations.
How many magic supplies do I need per participant?: Plan one working set per participant or per practice place, depending on the instructor’s format. Prepare at least 10% extra cards, coins, ropes, balls and cups to cover damaged or missing items.
When should I finalise the participant list for a magic workshop?: Close registrations 3 to 7 days before the workshop, then create the final list and check dietary requirements. Print worksheets, badges and table materials after that count is fixed.
How early should I arrive to set up a magic workshop?: Open the venue at least 90 minutes before the start time. Set up tables and chairs first, then test sound and lighting, distribute the magic supplies, prepare the reception table and chill or display the drinks.

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