Masterclass checklist: what to arrange and when

A masterclass needs more than a speaker and a room. You need a clear programme, working presentation equipment, organised registrations and materials ready for every participant. Use this checklist to work backwards from the session date, then confirm the details that are easiest to overlook: dietary requirements, name badges, adapters, microphone testing and coffee service. The plan covers preparation, setup and the running order on the 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

Set the program and learning objectives
2 people
Confirm speaker and moderator
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Check participant list
Prepare name badges
Print worksheets and evaluations
Check Presentation and Video
2 people
Confirm catering order
Confirm reservations
Do the shopping
2 people
Collect materials
2 people
Chill drinks
Check venue and toilets
2 people
Set up tables and chairs
3 people
Set up the presentation area
2 people
Connect projector and laptop
2 people
Test microphone and sound
2 people
Place work materials on tables
2 people
Set up coffee point and registration desk
2 people
Set out snacks and lunch
2 people

Event

Staff the reception desk
2 people
Register participants
2 people
Serve coffee and tea
2 people
Open the masterclass
Guide presentation
2 people
Guide the format and group assignment
3 people
Serve break snacks
2 people
Refill drinks
Moderate the Q&A
2 people
Set up the networking drinks reception
2 people
Serve snacks
2 people
Set up the dinner buffet
3 people
Serve dinner
3 people
Facilitate open networking conversations
2 people
Distribute evaluation forms
Close masterclass

Aftercare

Collect tableware and glassware
3 people
Collect and sort waste
2 people
Switch off and pack up equipment
2 people
Clear tables and chairs
3 people
Clean kitchen and catering area
2 people
Clean the hall and restrooms
2 people
Count remaining materials
Return borrowed materials
2 people
Thank participants

What to bring

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

Furniture

Tablesqty 8
Chairsqty 50
Buffet tablesqty 3
Registration desk
Stoolsqty 4

Equipment

Laptop
Projector
Projection screen
HDMI cableqty 2
HDMI adapterqty 2
Wireless microphoneqty 2
Speakersqty 2
Power stripsqty 4
Extension cordsqty 4
Clicker
Flip chart stand
Wi-Fi booster

Office

Flipchart padsqty 3
Markersqty 24
Ballpoint pensqty 60
Notepadsqty 55
Name badgesqty 55
Badge holdersqty 55
Sticky notesqty 12
Voting devicesqty 50

Decorations

Table runnersqty 8
Flower arrangementsqty 5
Name badgesqty 4

Lighting

Atmosphere lightsqty 6

Tableware

Coffee cupsqty 60
Glassesqty 80
Wine glassesqty 60
Platesqty 80
Dessert platesqty 60
Cutlery setsqty 80
Serving spoonsqty 8
Carafesqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Hot traysqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving traysqty 8
Pliersqty 6
Measuring cupsqty 2

Catering

Groceries

Tips

Set the programme and learning objectives before sending invitations. This gives participants a clear reason to attend and helps the speaker prepare the right presentation and worksheets.
Close registrations early enough to print name badges, worksheets and evaluations. Check the final participant list against dietary requirements before confirming the catering order.
Test the laptop, projector, screen, HDMI cable, adapter, microphone and speakers at the venue before participants arrive. Allow at least 30 minutes for setup and troubleshooting.
Arrange the room so tables, chairs, work materials and the presentation area support both listening and hands-on work. Put pens, notepads, markers or voting devices on the tables before registration starts.
Create a simple arrival sequence: registration desk first, badges ready, then coffee and tea. Chill drinks and set out snacks or lunch only after the room and presentation equipment have been checked.

Frequently asked questions

How far in advance should I organise a masterclass?: Start planning at least 4 to 6 weeks before the masterclass. Confirm the speaker, moderator, programme and venue first, then open registrations and order catering once you have a reliable participant estimate.
When should I print masterclass worksheets and name badges?: Print them 2 to 3 working days before the event, after registrations have closed or the participant list is stable. Keep a few blank badges available for late additions.
How early should I arrive to set up a masterclass?: Arrive at least 60 minutes before participants. Reserve the first 30 minutes for tables, chairs and materials, and use the remaining time to connect and test the projector, laptop, microphone and sound.
How much coffee and tea do I need for a masterclass?: Plan one cup per participant on arrival and another cup during the main break. Add roughly 10% extra, especially when the masterclass lasts more than half a day or includes lunch.

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.