Masterclass planning checklist

A masterclass needs more than a good presentation. You need a clear programme, a room that supports learning, working equipment and materials ready at every table. This checklist takes you from setting the learning objectives through registration, room setup, teaching and refreshments. It also covers details that are easy to leave until the last minute, such as dietary requirements, offline presentation files, name badges and testing every cable before participants arrive.

Organize this event for free with Lizzt

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
Reserve the venue and room layout
Send invitations
2 people
Process registrations
Collect dietary requirements
Check participant list
Finalize teaching materials
2 people
Print worksheets
2 people
Prepare name badges
Do the shopping
2 people
Test the equipment
2 people
Save the presentation offline
Chill drinks
2 people
Open venue
2 people
Set up tables and chairs
4 people
Set up the presentation area
2 people
Set up the registration table
2 people
Place work materials at each table
3 people
Set out coffee and tea
2 people

Event

Receive participants
3 people
Register attendance
2 people
Serve coffee and tea
2 people
Lead the masterclass
2 people
Guide the questions and assignments
3 people
Refill drinks
Serve snack breaks
2 people
Hand out worksheets
2 people
Support the evening program
2 people
Set up the evening meal
3 people
Serve dinner
3 people
Restock drinks and tableware
2 people
Lead the final Q&A
2 people
See participants off
2 people

Aftercare

Turn off presentation equipment
2 people
Collect materials
3 people
Wash dishes
3 people
Collect and sort waste
2 people
Clear tables and chairs
4 people
Clean the hall and kitchen
3 people
Return borrowed materials
2 people
Store unused materials
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 55
Registration desk
Speaker table

Equipment

Projector
Projection screen
Laptop
HDMI cableqty 2
Extension cordsqty 3
Power stripsqty 3
Wireless microphone
Presentation clicker

Tableware

Coffee cupsqty 55
Drinking glassesqty 55
Platesqty 55
Cutlery setsqty 55
Serving bowlsqty 8
Serving plattersqty 6

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Serving utensilsqty 8
Water jugsqty 6

Catering

Coffee filtersqty 100
Coffee spoonsqty 55
Napkinsqty 150
Coffee and tea buffet signsqty 6
Groceries

Decorations

Name badgesqty 60
Table runnersqty 8
Pen holdersqty 8
Welcome sign
Table numbersqty 8

Paper goods

Worksheetsqty 60
Programsqty 60
Evaluation formsqty 60
Flipchart padsqty 4
Sticky notesqty 12
Pensqty 70
Markersqty 24
Whiteboard markersqty 12

Cleaning

Waste binsqty 4
Trash bag holdersqty 4
Cleaning glovesqty 4
Trash binsqty 2

Lighting

Table lampsqty 4

Tips

Set the programme and learning objectives before inviting anyone. Allow at least 30 minutes to define the learning outcomes, timing, questions and assignments so the invitation describes a clear session.
Close registrations early enough to prepare properly. Check the participant list and dietary requirements at least 3 days before the masterclass, then prepare name badges and table materials for the confirmed number.
Test the presentation setup in the actual room at least 1 day beforehand. Check the projector, screen, laptop, HDMI cable, microphone, clicker, extension cords and power strips, and save the presentation offline.
Prepare the room in zones on the event day: registration table at the entrance, presentation area at the front and work materials at each table. Arrive at least 90 minutes before participants to allow time for furniture and equipment setup.
Plan refreshments around the timetable rather than improvising during the teaching. Chill drinks in advance, make coffee and tea available when participants arrive, and keep spare cups, glasses, napkins and serving utensils ready for refills.

Frequently asked questions

How far in advance should I plan a masterclass?: Set the programme, learning objectives and venue first, preferably 4 to 6 weeks before the session. Send invitations once the date, room and outline are fixed, and close final preparation at least 3 days before the event.
When should I confirm masterclass registrations and dietary requirements?: Review registrations and dietary requirements 3 days before the masterclass. Use that final participant count for name badges, worksheets, table materials, drinks and seating.
How early should I arrive to set up a masterclass?: Arrive at least 90 minutes before participants. That gives you time to open the venue, arrange tables and chairs, set up the registration and presentation areas, test the equipment and prepare coffee and tea.
What equipment should I test before a masterclass?: Test the projector, projection screen, laptop, HDMI cable, power strips, extension cords, wireless microphone and presentation clicker at least 1 day before. Also save the presentation offline so the session does not depend on an internet connection.

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.