Masterclass planning checklist

A masterclass needs more than a teacher and a room. You need a clear program, confirmed registrations, working presentation equipment, printed learning materials, catering, and a setup that is ready before the first participant arrives. Work backwards from the start time: confirm the venue and teacher first, close registrations before printing, and leave enough time on the day to test the projector, laptop, microphone, and room layout. This checklist keeps the preparation in a workable order.

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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
Develop the program and learning objectives
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Finalize the participant list
Send confirmation to participants
Finalize teaching materials
2 people
Print worksheets and certificates
2 people
Order catering
Test the equipment
2 people
Do the shopping
2 people
Open venue
2 people
Check rooms
2 people
Set up tables and chairs
4 people
Set up the presentation equipment
2 people
Lay out work materials
2 people
Set up the reception table
2 people
Prepare coffee and tea
2 people
Set up lunch buffet
3 people

Event

Receive participants
3 people
Explain the program and house rules
Lead the masterclass
2 people
Provide coffee break
2 people
Refill drinks
Serve dinner
3 people
Clear away dishes and trash
2 people
Supervise practical assignment
2 people
Moderate the Q&A
Hand out certificates
2 people
Deliver closing remarks and thanks
See participants off
2 people

Aftercare

Collect materials
3 people
Disconnect equipment
2 people
Wash dishes
3 people
Collect and remove waste
2 people
Clean the room
3 people
Put furniture back
4 people
Lock up the venue
2 people
Store leftover materials
2 people
Return borrowed materials
2 people
Send thank-you email

What to bring

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

Furniture

Tablesqty 8
Chairsqty 45
Reception desk
Buffet tablesqty 2
Waste binsqty 4

Equipment

Laptop
Projector
Projection screen
HDMI cableqty 2
HDMI adapter kit
Presentation clicker
Portable speaker
Microphone
Extension cordsqty 4
Power stripsqty 4

Presentation

Flip chart
Flip chart sheetsqty 2
Whiteboard
Whiteboard markersqty 2
Notepadsqty 45
Ballpoint pensqty 50
Worksheetsqty 50
Certificatesqty 45
Name badgesqty 50
Pen holdersqty 6

Tableware

Glassesqty 50
Coffee cupsqty 50
Platesqty 50
Cutlery setsqty 50
Pitcherqty 4

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving traysqty 4
Serving spoonsqty 4
Cutting boardsqty 2
Bread knivesqty 2
Coolersqty 2

Decorations

Tableclothsqty 8
Name card holdersqty 6

Lighting

Standing lampsqty 2

Cleaning

Hand soap dispensersqty 3

Catering

Groceries

Tips

Set the date, venue, teacher, and program before sending invitations. Participants need the schedule, learning objectives, location, and registration deadline in one clear message.
Close registrations early enough to finalize the participant list, collect dietary requirements, order catering, and print worksheets, name badges, and certificates. A practical buffer is 3–5 working days.
Test the laptop, projector, screen, HDMI cable, adapter kit, clicker, speaker, and microphone in the actual teaching room at least one day before the masterclass. Keep extension cords and power strips ready.
Plan the room around the teaching method. Set out tables and chairs, then place the flip chart or whiteboard where everyone can see it without blocking the presentation screen.
Arrive at least 90 minutes before participants. Open the venue, check the rooms, prepare the reception desk, lay out notepads and pens, set up coffee and tea, and finish the lunch buffet before reception starts.

Frequently asked questions

How far in advance should I plan a masterclass?: Start planning at least 6–8 weeks before the event. That gives you time to secure the venue and teacher, develop the program, invite participants, process registrations, arrange catering, and prepare materials.
When should I send masterclass invitations?: Send invitations 3–6 weeks before the masterclass, depending on the audience. Set a registration deadline at least 5 working days before the event so you can confirm numbers, dietary requirements, catering, name badges, worksheets, and certificates.
How early should I arrive to set up a masterclass?: Arrive 90 minutes before the first participant. Use the first 30 minutes for room and furniture checks, the next 30 minutes for presentation equipment and teaching materials, and the final 30 minutes for reception, coffee, and the lunch area.
How many printed materials do I need for a masterclass?: Print one worksheet set, one certificate, and one name badge for every confirmed participant, plus 5–10% spare copies. For example, 20 participants means preparing 21–22 sets so last-minute changes or damaged pages do not disrupt the session.

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.