Masterclass planning checklist

A masterclass needs more than a confirmed teacher and a room. You also need a clear programme, a reliable registration process, printed workbooks, working presentation equipment and food arranged around the teaching schedule. Start with the date, venue and teacher, then move through invitations, participant details and materials. On the day, allow time to ventilate and set up the room, test every connection and brief the reception team before the first guest 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

Set the date and program
2 people
Reserve venue
Confirm the teacher
Send invitations
2 people
Process registrations
Collect dietary requirements
Send the program and route
Close the participant list
Make name badges
Print workbooks
Check the presentation
2 people
Test the equipment
2 people
Do the shopping
2 people
Keep fresh produce chilled
Open venue
2 people
Ventilate room
Set up tables
3 people
Set up chairs
3 people
Set up the presentation table
2 people
Set up registration desk
2 people
Lay out workbooks
2 people
Prepare coffee and tea
2 people
Prepare the lunch buffet
3 people
Prepare dinner
3 people
Brief reception team
2 people

Event

Register participants
2 people
Serve coffee and tea
2 people
Lead the masterclass
2 people
Refill drinks
Serve break snacks
2 people
Serve lunch buffet
3 people
Facilitate workshops
3 people
Serve dinner buffet
3 people
Moderate the Q&A
2 people
Hand out certificates
2 people
Collect farewells and feedback
2 people

Aftercare

Collect tableware
3 people
Store food safely
2 people
Switch off equipment
2 people
Clean up the space
4 people
Collect waste
2 people
Wash dishes
3 people
Clean surfaces
2 people
Pack up materials
2 people
Return borrowed materials
Send thank-you email

What to bring

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

Furniture

Chairsqty 35
Tablesqty 6
Registration desk
Clothing rack

Tableware

Platesqty 40
Bowlsqty 40
Coffee cupsqty 40
Water glassesqty 40
Wine glassesqty 40
Cutlery setsqty 40
Serving spoonsqty 8

Catering

Coffee machinesqty 2
Thermos flasksqty 4
Water jugsqty 4
Serving traysqty 6
Soup bowlsqty 4
Warmholding pansqty 3
Coolersqty 3
Groceries

Equipment

Laptop
Projector
Projection screen
Presentation clicker
HDMI adaptersqty 3
Extension cordsqty 4
Power stripsqty 4
Microphone
Flip chartsqty 2
Flipchart standsqty 2
Whiteboard

Decorations

Name badgesqty 35
Tableclothsqty 6
Certificatesqty 35

Office

Workbooksqty 35
Notepadsqty 35
Ballpoint pensqty 40
Flip chart paperqty 4
Markersqty 16
Sticky notesqty 8
Rolls of tapeqty 3

Cleaning

Waste binsqty 4
Hand soap dispensersqty 3
Dish brushesqty 2

Tips

Set the date, programme and venue before sending invitations. Include the expected arrival time, teaching hours, breaks and meal times so participants know what the day involves.
Close registration at least 5–7 days before the masterclass. Use the final list to prepare name badges, print the right number of workbooks and confirm dietary requirements with the catering team.
Test the laptop, projector, screen, clicker and microphone at the venue at least one day in advance if possible. Bring the correct HDMI adapters, extension cords and power strips; these are often missed until setup starts.
Plan room setup around the first activity. Allow 60–90 minutes to arrange tables and chairs, prepare the presentation table and registration desk, lay out workbooks and check sightlines to the screen.
Keep fresh food chilled until it is needed, and prepare coffee, tea and water before participants arrive. Set out plates, bowls, cups, glasses and serving utensils in separate service areas so the buffet does not block registration.

Frequently asked questions

How far in advance should I organise a masterclass?: Set the date, venue and teacher at least 6–8 weeks ahead. Send invitations once those three details are confirmed, then close registrations 5–7 days before the event.
When should I send the masterclass programme and route?: Send the programme and route with the registration confirmation, then resend both 2–3 days before the masterclass. Include arrival time, room details, breaks, meals and any items participants need to bring.
How much setup time do I need for a masterclass?: Allow 60–90 minutes before participants arrive for ventilation, furniture, registration, workbooks, catering and equipment checks. Add another 15 minutes if the projector, microphone or presentation connections have not been tested at the venue.
How many printed workbooks and name badges should I prepare?: Prepare one workbook and one name badge for every confirmed participant, plus 2–3 spare copies. Print only after the participant list closes so last-minute cancellations do not create unnecessary work.

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.