Percussion workshop checklist

A percussion workshop runs smoothly when the practical details are settled before participants arrive. Book the venue, confirm the workshop leader, set the timetable, and check that you have enough djembes, cajons, shakers, and other instruments for each group. Registration, dietary requirements, catering, room layout, music files, and sound equipment all need a clear deadline. Use this checklist to work through the preparation in order, then follow the setup sequence on the day.

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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

Reserve venue
Assign workshop leader
Set the schedule and times
Send invitations
Process registrations
Collect dietary requirements
Create final participant list
Order catering
Send participant list to supervisor
Check instrument stock
2 people
Work out the room layout
Do the shopping
2 people
Prepare name badges
Set out workshop materials
2 people
Test music and files
Fill coolers
2 people

Event

Open venue
2 people
Set up tables and chairs
3 people
Set out instruments by group
3 people
Connect sound equipment
2 people
Set up registration desk
Set out coffee and tea
2 people
Set up the reception desk
Register participants
2 people
Hand out name badges
Welcome and safety briefing
Demonstrate basic techniques
Lead the first rehearsal round
2 people
Refill drinks
Serve snack breaks
2 people
Guide the second practice round
2 people
Practice group rhythm
2 people
Give a short demonstration
Set up buffet and drinks table
3 people
Serve the buffet
3 people
Refill drinks
Collect used dishes
2 people
Lead the final rehearsal
2 people
Perform the joint finale
2 people
Handle thank-you moment
See participants off
2 people

Aftercare

Collect the instruments
3 people
Dispose of food and waste
2 people
Wash dishes
2 people
Clear tables and chairs
3 people
Clean the room
3 people
Switch off equipment
2 people
Inventory materials
2 people
Lock up the venue
2 people
Return borrowed materials
2 people
Send thank-you message

What to bring

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

Furniture

Chairsqty 36
Tablesqty 6
Buffet tablesqty 2
Coat racksqty 2

Equipment

Djembesqty 18
Cajonsqty 12
Shakersqty 30
Tambourinesqty 6
Clavesqty 15
Cowbellsqty 6
Frame drumsqty 6
Agogobellsqty 4
Music standsqty 2
Portable speaker
Microphone
Extension cordsqty 3
Power stripsqty 3
Instrument matsqty 30

Tableware

Water glassesqty 40
Coffee cupsqty 30
Platesqty 40
Cutlery setsqty 40
Serving spoonsqty 8
Serving traysqty 6
Small bowlsqty 8

Kitchen

Kettlesqty 2
Coffee maker
Coolersqty 3
Cutting boardsqty 3
Bread knivesqty 2

Workshop materials

Flip chart
Flip chart sheetsqty 20
Markersqty 12
Name badge holdersqty 36
Earplugsqty 36

Lighting

Atmosphere lightsqty 6

Cleaning

Waste binsqty 4

Catering

Groceries

Tips

Confirm the instrument stock before sending final participant numbers to the supervisor. Count each instrument type and allow enough time to source replacements or adjust the group layout.
Set the schedule with specific start, break, meal, and finish times before invitations go out. Include a registration window of at least 15 minutes so late arrivals do not interrupt the first exercise.
Collect dietary requirements when processing registrations, then send the final numbers to catering several days before the workshop. Keep the participant list and dietary notes together at the reception desk.
Lay out instruments by group on instrument mats before opening the venue. Place chairs, tables, music stands, and the registration desk first, then connect the portable speaker and microphone before participants enter.
Test the music files, speaker, microphone, extension cords, and power strips during setup rather than at the start of the workshop. Fill coolers and set out coffee, tea, water glasses, and catering items before registration begins.

Frequently asked questions

How far in advance should I plan a percussion workshop?: Start booking the venue and assigning the workshop leader at least 4 to 6 weeks ahead. Send invitations once the date, timetable, and capacity are confirmed, and close registrations early enough to order catering and check instrument numbers.
How many instruments do I need for a percussion workshop?: Plan one main instrument per participant in each exercise group, plus a small reserve where possible. Count djembes, cajons, shakers, tambourines, claves, cowbells, frame drums, and agogobells separately because substitutions can affect the workshop format.
When should I set up the room for a percussion workshop?: Open the venue at least 60 to 90 minutes before registration. Set out tables and chairs, arrange instruments by group, prepare the registration and reception desks, and complete the sound check before participants arrive.
What should I prepare for workshop registration?: Have the final participant list, name badges, registration materials, and any dietary notes ready at least 30 minutes before check-in. Allow 15 minutes or more for registration, depending on the number of participants and whether payments or missing details must be processed.

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