Percussion workshop checklist: plan it step by step

A percussion workshop needs more than instruments and an instructor. You also need a reliable registration process, dietary information, a room that works for group playing, and enough time to set out every instrument before participants arrive. Use this checklist to work from the first invitation through registration, the workshop opening, and the practical demonstration. The order helps you avoid the details that are often left until the last hour.

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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

Send invitations
Process registrations
Collect dietary requirements
Create the participant list
Reserve venue
Confirm instructor
Reserve musical instruments
Order catering
Do the shopping
2 people
Send participant information
Print the workshop program
Prepare name labels
Check the venue
2 people
Set up tables
3 people
Set up chairs
3 people
Set out percussion instruments
3 people
Set up registration desk
2 people
Set up coffee station
2 people
Chill drinks
2 people
Set out snacks
2 people

Event

Receive participants
2 people
Register attendance
2 people
Hand out name tags
Open the workshop
Demonstrate percussion techniques
2 people
Lead the exercises
3 people
Rotate instruments
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
Lead the evening break
2 people
Perform a Joint Music Piece
3 people
Wrap up workshop

Aftercare

Collect instruments
3 people
Clean instruments
3 people
Wash dishes
2 people
Collect waste
2 people
Clean the room
3 people
Clear tables and chairs
3 people
Inventory materials
2 people
Return borrowed items
2 people
Lock up the venue

What to bring

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

Musical instruments

Snare drumsqty 10
Cajonsqty 10
Djembesqty 10
Bongosqty 6
Practice padsqty 12
Drumsticksqty 20
Malletsqty 12
Shakersqty 10
Cymbalsqty 4
Metronomesqty 4

Furniture

Chairsqty 40
Tablesqty 6
Registration desk

Equipment

Whiteboard
Whiteboard markersqty 4
Timer
Laptop
Laptop charger
Extension cordsqty 3
Power stripsqty 3

Tableware

Drinking glassesqty 45
Coffee cupsqty 40
Platesqty 40
Cutlery setsqty 40

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 3
Coolersqty 3
Serving traysqty 4

Decorations

Name labelsqty 40
Programsqty 40

Lighting

Table lampsqty 4

Cleaning

Waste binsqty 4
Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 2

Catering

Groceries

Tips

Confirm the instructor and venue before opening registration. The room must have enough chairs, tables, and playing space for the full participant list, with power available for equipment such as a laptop or metronomes.
Close registrations early enough to create the participant list and collect dietary requirements before ordering catering. A deadline of 7 days before the workshop gives you time to adjust quantities and contact anyone with missing information.
Match the instrument setup to the group size instead of assuming one type of percussion instrument will suit everyone. Count the snare drums, cajons, djembes, bongos, practice pads, and smaller items such as shakers and drumsticks before the day.
Send participant information at least 3 days before the workshop. Include the start time, venue details, what to expect, and any practical instructions so the registration desk is not handling the same questions repeatedly.
Arrive at least 90 minutes before participants to check the venue, arrange chairs and tables, set out instruments, and prepare the registration and coffee stations. Chill drinks and place snacks only after the main room layout is ready.

Frequently asked questions

How far in advance should I organize a percussion workshop?: Start booking the venue and confirming the instructor at least 6 weeks ahead. Open registration once the date, room, and instrument supply are confirmed, then set a registration deadline about 7 days before the workshop.
How many percussion instruments do I need per participant?: Plan one main instrument or practice station per participant wherever possible, then add a small selection of shared instruments for demonstrations and rotation. Count the registered participants 7 days before the workshop and check every instrument, stick, mallet, shaker, and metronome before setup.
When should I send information to percussion workshop participants?: Send the participant information at least 3 days before the workshop, after registrations and dietary requirements have been checked. Include the venue, arrival time, schedule, and any details participants need before they arrive.
How early should I arrive to set up a percussion workshop?: Allow at least 90 minutes for setup. Use the first part to check the room and arrange tables and chairs, then set out instruments, prepare the registration desk, start the coffee station, and place refreshments before registration opens.

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