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Marketing workshop checklist: what to arrange and when

A marketing workshop needs more than a good programme and an available trainer. You also need a reliable registration process, dietary information, working presentation equipment, printed worksheets, and a room that is ready before participants arrive. Use this checklist to plan the workshop in the right order, from reserving the room and briefing the coach to setting up coffee, exercises, name badges, and the reception table. It helps prevent the details that are easy to leave until the last hour.

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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 the room

  • Finalize the program

    2 people

  • Send the coach briefing

  • Send invitations

  • Open the registration form

  • Process registrations

  • Collect dietary requirements

  • Order catering

  • Check equipment

  • Update participant list

  • Send reminder

  • Prepare worksheets

    2 people

  • Finalize presentation

  • Set out exercises

    2 people

  • Make name badges

  • Do the shopping

    2 people

  • Collect materials

    2 people

Event

  • Open hall

  • Set up tables and chairs

    3 people

  • Set up the presentation screen

    2 people

  • Connect the technical equipment

    2 people

  • Place work materials at each table

    2 people

  • Set out coffee and tea

    2 people

  • Prepare the buffet

    2 people

  • Set up the reception table

  • Receive participants

    2 people

  • Introduce workshop

  • Give the marketing presentation

  • Supervise the group assignment

    3 people

  • Serve coffee break

    2 people

  • Refill drinks

  • Lead the campaign rehearsal

    3 people

  • Serve dinner buffet

    3 people

  • Lead the evening session

    2 people

  • Present results

  • Moderate the Q&A

  • See off guests and manage departure

    2 people

Aftercare

  • Pack leftover food

    2 people

  • Switch off equipment

    2 people

  • Collect materials

    2 people

  • Wash dishes

    2 people

  • Sort waste

    2 people

  • Clean the room

    3 people

  • Put tables and chairs back

    3 people

  • Return equipment

  • Send participant message

What to bring

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

Furniture

  • Tablesqty 8
  • Chairsqty 36
  • Buffet tablesqty 2
  • Reception desk
  • Waste binsqty 4

Equipment

  • Projector
  • Projection screen
  • Laptop
  • HDMI cableqty 2
  • HDMI adapterqty 2
  • Portable speaker
  • Wireless microphone
  • Power stripsqty 4
  • Extension cordsqty 4

Tableware

  • Coffee cupsqty 36
  • Drinking glassesqty 40
  • Platesqty 40
  • Cutlery setsqty 40
  • Serving spoonsqty 8
  • Serving bowlsqty 8

Kitchen

  • Coffee makerqty 2
  • Kettlesqty 2
  • Coolersqty 3
  • Cutting boardsqty 3
  • Kitchen knivesqty 3

Decorations

  • Tableclothsqty 10
  • Name card holdersqty 36
  • Welcome sign
  • Arrow signsqty 6

Lighting

  • Atmosphere lightsqty 4
  • LED light stringsqty 2

Cleaning

  • Bucketsqty 2
  • Mopsqty 2
  • Hand broomsqty 2
  • Dustpan and brushqty 2

Catering

  • Groceries

Tips

  • Start planning at least 4–6 weeks before the workshop. Reserve the room, confirm the coach, finalize the programme, and open registration before arranging catering or printing participant materials.
  • Close registrations early enough to act on the final numbers. Collect dietary requirements and update the participant list at least 5 working days before the workshop, then place the catering order using that total.
  • Test the presentation setup before participants arrive, not when the workshop starts. Check the projector, screen, laptop, HDMI cable, adapter, speaker, microphone, power strips, and extension cords together in the room.
  • Prepare one complete set of work materials for every participant, plus 5–10% extra. Put worksheets and exercises on each table, and make name badges from the final participant list so late changes are easy to spot.
  • Allow at least 60–90 minutes for venue setup on the day. Arrange tables and chairs, set up the reception desk and welcome signs, prepare coffee and tea, lay out buffet items, and leave time for a final equipment check.

Frequently asked questions

How far in advance should I plan a marketing workshop?
Start 4–6 weeks in advance for a small workshop, and earlier if the coach or room is in high demand. Finalize the programme and open registration first, then confirm catering and materials once attendance becomes clearer.
When should I order catering for a marketing workshop?
Collect dietary requirements and place the catering order about 5 working days before the workshop. Confirm the final participant count again 1–2 days beforehand so portions, plates, glasses, and cutlery match attendance.
How long does it take to set up a marketing workshop?
Allow 60–90 minutes before participants arrive. This covers arranging tables and chairs, placing materials, setting up the screen and technical equipment, preparing the reception table, and checking coffee, tea, and buffet service.
How many workshop materials should I prepare?
Prepare one worksheet and exercise set per registered participant, plus 5–10% extra. For 20 participants, that means 21–22 complete sets, so a last-minute attendee or damaged copy does not interrupt the session.

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