Mosaic workshop checklist: what to arrange and when

A mosaic workshop runs smoothly when the creative work is prepared before participants arrive. Set the date and participant limit first, then allow time for registrations, dietary information and material preparation. Designs, handouts and table materials should be ready before the venue is set up. On the day, protect each workstation, distribute tiles and tools by table, and leave enough time for a clear safety briefing and hands-on guidance.

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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
Set the participant limit
Send invitations
Process registrations
Collect dietary requirements
Confirm participant list
Purchase supplies
2 people
Prepare mosaic designs
2 people
Print handouts
Sort materials
2 people
Pick up catering
2 people
Remind participants
Check the venue
2 people
Set up tables
3 people
Set out chairs
2 people
Protect workstations
2 people
Distribute materials per table
3 people
Chill drinks
Set out coffee and tea
Set up the reception table

Event

Receive participants
2 people
Explain workshop and safety instructions
2 people
Explain the designs and materials
2 people
Lay mosaic pieces
3 people
Guide participants in between
3 people
Refill drinks
Serve dinner
3 people
Collect tableware
2 people
Finishing mosaics
3 people
Apply grout
3 people
Let creations dry
2 people
Label the projects
2 people
See participants off
2 people

Aftercare

Collect leftover materials
2 people
Wash dishes
2 people
Clean tables and floors
3 people
Take out the trash
Inventory materials
Check projects
2 people
Pack up exhibits
2 people
Store leftover materials
Return borrowed items
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 36
Work stoolsqty 4
Tableclothsqty 8

Equipment

Projector
Projection screen
Extension cordsqty 4
Power stripsqty 6
Portable lampsqty 8

Kitchen

Kettlesqty 2
Coffee maker
Coolersqty 3

Tableware

Reusable cupsqty 40
Platesqty 40
Bowlsqty 40
Cutlery setsqty 40
Serving plattersqty 8
Serving spoonsqty 8

Art supplies

Mosaic tilesqty 12
Mosaic tilesqty 15
Wooden basesqty 36
Tile nippersqty 12
Mosaic pliersqty 12
Glue brushesqty 36
Mixing bowlsqty 40
Spatulasqty 36
Spongesqty 40
Apronsqty 36
Floor matsqty 36
Glovesqty 40
Safety gogglesqty 36
Pencil setsqty 12
Rulersqty 12
Templatesqty 12
Drying racksqty 6

Decorations

Name badgesqty 40
Table signsqty 8

Cleaning

Bucketsqty 4
Cleaning clothsqty 12
Waste binsqty 6
Broom and dustpanqty 2
Mop setsqty 2

Safety

First aid kit

Catering

Groceries

Tips

Set the participant limit before sending invitations. This determines how many tables, chairs, stools, aprons, tools and material sets you need, so you can avoid discovering shortages during setup.
Prepare designs and print handouts several days before the workshop. Participants can start faster when each table already has its designs, wooden bases and instructions rather than waiting for materials to be sorted.
Check the venue before the day itself, including power access for the projector, screen, lamps, kettles and coffee maker. Bring extension cords and power strips only after confirming where workstations can safely be placed.
Protect every workstation before distributing mosaic tiles, glue, brushes and tools. Floor mats, table coverings, aprons and gloves are easy to overlook, but cleaning and damaged surfaces become a problem once the first pieces are glued.
Send the final reminder after the participant list is confirmed, ideally 24 to 48 hours before the workshop. Include the start time, any dietary arrangements, and a note that the safety explanation comes before cutting or gluing begins.

Frequently asked questions

How far in advance should I organise a mosaic workshop?: Set the date and participant limit at least 3 to 4 weeks ahead. Send invitations early enough to process registrations, collect dietary requirements and order or purchase the full set of materials.
How many people can attend a mosaic workshop?: Use the number of complete workstations you can provide as the limit. Count one chair or stool, one protected table space, and enough tiles and tools for each participant before confirming registrations.
When should mosaic designs and handouts be ready?: Finish the designs and print handouts at least 2 to 3 days before the workshop. This leaves time to correct unclear instructions and sort materials into table-sized sets.
What should I do on the morning of a mosaic workshop?: Allow at least 60 to 90 minutes for setup. Check the room, arrange tables and chairs, protect workstations, distribute materials, prepare drinks, and test the projector or portable lamps before participants arrive.

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