Masterclass planning checklist

A masterclass needs more than a confirmed instructor and a room. You also need a reliable registration process, a checked presentation, printed worksheets, working AV equipment and a clear setup plan. This checklist follows the work from confirming the date and program through reception, catering and the final room check. Use it to avoid the details that are commonly left until the morning of the session, such as adapters, participant badges, dietary requirements and chilled drinks.

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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

Confirm date and location
Confirm instructor and program
Create participant list
Send invitations
Process registrations
Collect dietary requirements
Send registration confirmations
Share parking information
Print the program
Making participant badges
2 people
Receive the presentation
Check the presentation
Print worksheets
Prepare evaluation forms
Order catering
Do the shopping
2 people
Collect materials
2 people
Test the equipment
2 people
Check the venue
2 people
Set up tables and chairs
3 people
Set up the presentation table
2 people
Set up the reception desk
2 people
Prepare work materials
2 people
Prepare coffee and tea
2 people
Chill drinks
2 people
Set out break snacks
2 people
Check toilets

Event

Staff the reception desk
2 people
Register participants
2 people
Hand out badges
Serve coffee and tea
2 people
Open the masterclass
Introduce the teacher
Guide presentation
Operate equipment
Facilitate workshops
2 people
Restock Supplies
Refill drinks
2 people
Serve snack breaks
2 people
Collect used dishes
2 people
Moderate the Q&A
Handle the closing
Hand out evaluations
Collect evaluations
See participants off
2 people

Aftercare

Switch off the equipment
2 people
Pack up materials
2 people
Wash dishes
2 people
Collect waste
2 people
Clean the room
3 people
Clear tables and chairs
3 people
Store leftover catering
2 people
Return borrowed items
Process evaluations
Send thank-you message

What to bring

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

Furniture

Tablesqty 8
Chairsqty 45
Tableclothsqty 8
Stoolsqty 2

Equipment

Laptop
Projector
Projection screen
HDMI cableqty 2
HDMI adapterqty 2
Extension cordsqty 4
Power stripsqty 4
Wireless microphone
Presentation clicker
Speakerqty 2
Flip chartqty 2
Flipchart markersqty 12
Whiteboard
Whiteboard markersqty 6

Tableware

Coffee cupsqty 45
Glassesqty 45
Platesqty 45
Cutlery setsqty 45
Serving spoonsqty 6

Kitchen

Coffee makerqty 2
Kettleqty 2
Thermos flasksqty 4
Coolersqty 3
Serving traysqty 4
Scissorsqty 3
Tapeqty 4
Pensqty 50
Notepadsqty 45
Name card holdersqty 45

Decorations

Welcome sign
Direction signsqty 6

Lighting

Table lampsqty 4

Cleaning

Waste binsqty 4
Cleaning bucketsqty 2
Mopsqty 2
Dustpan and brushqty 2
Cleaning glovesqty 4

Catering

Groceries

Tips

Confirm the instructor, program and venue before sending invitations. Leave at least two weeks for registrations, dietary information and practical questions to come in.
Test the laptop, projector, screen, HDMI cable, adapter, microphone and speaker together in the actual room at least one day before the masterclass. A cable that works at a desk may not reach the presentation table.
Set a registration deadline 3–5 days before the event. Use the final participant list to prepare badges, print the program and worksheets, and give catering an accurate headcount.
Plan the room around the teaching format, not just the number of chairs. Allow space for tables, a presentation table, a reception desk and a flip chart or whiteboard without blocking the screen.
Prepare drinks and food before participants arrive. Start coffee and tea in time for the first arrival, chill drinks several hours beforehand, and keep serving trays, cups, glasses, plates and cutlery together.

Frequently asked questions

How far in advance should I organise a masterclass?: Confirm the date, venue, instructor and program at least 4–6 weeks ahead. Send invitations once those details are fixed, then close registrations 3–5 days before the session so you can finalise catering and printed materials.
What should I check before a masterclass presentation?: Check the presentation on the event laptop at least one day before the masterclass. Test the projector, screen, HDMI connection, adapter, clicker, microphone and speaker in the room, and bring a backup copy of the presentation.
When should I order catering for a masterclass?: Place the catering order as soon as registrations provide a dependable estimate, usually 5–7 days before the event. Confirm dietary requirements 3–5 days beforehand and update the final number if registrations change.
How early should I arrive to set up a masterclass?: Allow 90–120 minutes before participants arrive. Use that time to check the venue, arrange tables and chairs, set up the reception and presentation areas, prepare work materials, and make coffee and tea.

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.