Marketing workshop checklist

A marketing workshop runs smoothly when the practical details are settled before the trainer arrives. Start by booking the venue and securing the trainer, then finalize the program, open registration and track dietary requirements. In the final week, confirm participants, prepare worksheets and exercises, check the presentation and test every cable. On the day, allow time to arrange tables, chairs, work materials, coffee and reception before the first attendee arrives.

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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
Secure the trainer
Finalize the program
Create a registration form
Send invitations
Process registrations
Collect dietary requirements
Confirm participants
Coordinate catering
Check the presentation
Prepare worksheets
2 people
Set up practical exercises
2 people
Make name badges
Print participant list
Do the shopping
2 people
Test the equipment
2 people
Collect materials
2 people

Event

Open room
2 people
Set up tables
3 people
Set up chairs
2 people
Set up the presentation
2 people
Distribute work materials
2 people
Set up coffee station
2 people
Staff the reception
2 people
Hand out name badges
Serve coffee and tea
2 people
Facilitate the workshop
2 people
Serve break snacks
2 people
Refill drinks
Set up the dinner buffet
3 people
Serve dinner
3 people
Support the evening program
2 people
Hand out feedback forms
See off guests and manage departure
2 people

Aftercare

Collect waste
2 people
Wash dishes
2 people
Clean the room
3 people
Put the tables and chairs back
3 people
Pack up equipment
2 people
Return materials
Thank participants
Collect feedback
Check invoices

What to bring

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

Furniture

Tablesqty 8
Chairsqty 45
Registration desk
Buffet tableqty 2

Tableware

Coffee cupsqty 50
Glassesqty 50
Platesqty 50
Cutlery setsqty 50
Serving plattersqty 8

Equipment

Projector
Projection screen
Laptop
HDMI cableqty 2
Extension cordsqty 4
Power stripsqty 4

Workshop materials

Work foldersqty 45
Notepadsqty 45
Ballpoint pensqty 50
Markersqty 12
Sticky notesqty 20
Flipchart padsqty 4
Tapeqty 4
Name badgesqty 50
Feedback formsqty 50

Decorations

Table runnersqty 8
Directional signsqty 6

Cleaning

Waste binsqty 4
Bucketsqty 2
Spongesqty 6

Catering

Groceries

Tips

Set a registration deadline at least 7 days before the workshop. This gives you time to confirm attendance, collect dietary requirements and order the right amount of catering.
Finish the program and practical exercises before printing work folders or worksheets. Keep one complete facilitator copy with the presentation, exercises and feedback forms.
Test the laptop, projector, screen, HDMI cable, extension cords and power strips together at the venue at least 24 hours in advance. A cable that works elsewhere may still fail with the room’s equipment.
Prepare the room in zones: a registration desk at the entrance, tables and chairs for group work, a visible presentation area, and a separate coffee station. Set up directional signs before participants arrive.
Prepare name badges, the printed participant list and reception materials in one place. Open the room at least 60 minutes early so you can arrange materials, test the presentation again and handle late changes.

Frequently asked questions

How far in advance should I organize a marketing workshop?: Book the venue and trainer at least 4 to 6 weeks ahead. Set the registration deadline 7 days before the workshop so catering, participant confirmations and printed materials can be finalized.
When should I send invitations for a marketing workshop?: Send the first invitations 3 to 4 weeks before the workshop. Send a reminder 5 to 7 days before the event, after the registration form and program details are confirmed.
How early should I arrive to set up a marketing workshop?: Arrive at least 60 minutes before the first participant. Use that time to set up tables and chairs, prepare the coffee station and reception desk, distribute work materials, and test the presentation equipment.
What equipment do I need to test before a marketing workshop?: Test the laptop, projector, projection screen and HDMI cable together at least one day beforehand. Also check extension cords and power strips, and keep a backup presentation copy available on the workshop laptop.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.