Magic workshop checklist: everything to arrange

A magic workshop needs more than card tricks and a few tables. You need a clear registration process, enough materials at each table, tested presentation equipment and a schedule that leaves room for practice. This checklist takes you from invitations and dietary requirements to welcome drinks, demonstrations, card tricks and coin tricks. Use it to confirm the venue, prepare the workshop supplies and finish the room setup before participants arrive.

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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

Send invitations
Process registrations
Collect dietary requirements
Create participant list
Confirm reservations
Select magic acts
2 people
Create the workshop schedule
Develop instructions
Check magic supplies
2 people
Do the shopping
2 people
Distribute materials per table
2 people
Chill drinks
Open venue
2 people
Set up tables and chairs
3 people
Set up registration desk
Set up magic tables
3 people
Test presentation
2 people
Hang decorations
2 people
Set out drinks and snacks
2 people

Event

Receive participants
3 people
Explain workshop rules
2 people
Demonstrate magic show
2 people
Teach card tricks
3 people
Learn coin tricks
3 people
Serve break drinks
2 people
Practice rope and cup magic
3 people
Practice your own magic act
3 people
Serve buffet and drinks
3 people
Refill drinks
Assist with magic acts
3 people
Run the finale show
3 people
Hand out certificates
2 people
See participants off
3 people

Aftercare

Gather magic supplies
3 people
Sort waste
2 people
Wash dishes
2 people
Clear tables and chairs
3 people
Clean the venue
3 people
Switch off equipment
2 people
Return materials
2 people
Store leftover stock

What to bring

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

Furniture

Tablesqty 8
Chairsqty 36
Registration desk
Coat rack

Workshop materials

Magic card gamesqty 12
Magic coinsqty 36
Magic ropesqty 18
Plastic cupsqty 36
Rubber bandsqty 100
Magic backdropsqty 18
Sponge ballsqty 36
Playing card holdersqty 12
Diceqty 24
Paper bagsqty 40
Notebooksqty 36
Pencilsqty 40
Color markersqty 6
Magic certificatesqty 36
Name stickersqty 50

Equipment

Projector
Projection screen
Portable speaker
Microphone
Extension cordsqty 3
Power stripsqty 4

Kitchen

Coolersqty 3
Water jugsqty 4
Pitcherqty 2
Serving traysqty 4

Tableware

Reusable glassesqty 40
Reusable platesqty 40
Reusable cutleryqty 40
Coffee cupsqty 20

Decorations

Magic postersqty 6
Balloonsqty 50
Balloon pump
Tableclothsqty 8

Cleaning

Waste binsqty 4
Dustpan and brushqty 2
Mop set

Catering

Groceries

Tips

Send invitations early enough to process registrations and collect dietary requirements before you buy drinks and snacks. Use the final participant list to decide how many tables, chairs, name stickers and material sets you need.
Write the workshop schedule before selecting the demonstrations. Allow separate time for the magic show, card tricks, coin tricks and a drinks break so instruction does not get squeezed into the last 15 minutes.
Prepare one complete set of materials per table instead of handing items out individually. Include the relevant cards, coins, ropes, rubber bands, sponge balls, dice, paper bags, notebooks and pencils before participants enter.
Test the projector, screen, speaker, microphone and presentation from the back of the room at least once before opening. Check extension cords and power strips as well; equipment that works at the front may be hard to hear or see at the last table.
Set up the registration table and magic tables before putting out drinks and snacks. Keep the participant list, name stickers, certificates and writing materials at registration, and use coolers, water pitchers and reusable glasses for the break.

Frequently asked questions

How far in advance should I send magic workshop invitations?: Send invitations at least 3 to 4 weeks before the workshop. Close registrations several days before the event so you can confirm the participant list, dietary requirements, reservations and the number of material sets.
How many magic supplies do I need per participant?: Plan one working set of the main practice materials per participant, or one complete shared set per table if the activity is designed for pairs. Prepare 5 to 10 percent extra cards, rubber bands and small props for loss or damage.
When should I set up the magic workshop room?: Open the venue at least 2 hours before participants arrive. Set out tables and chairs first, then the registration table, magic materials, presentation equipment, decorations, drinks and snacks; reserve the final 20 minutes for testing and a room check.
How long should a magic workshop last?: Allow about 2 to 3 hours for a workshop with a demonstration, card tricks, coin tricks and a drinks break. Keep the break to roughly 15 minutes and leave at least 10 minutes at the end for certificates, questions and clearing materials.

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