Photo Editing Workshop Checklist

Use this checklist to organise a photo editing workshop from the first learning objectives to the final room check. It covers the details that are easy to overlook: compatible software versions, working practice files, enough chargers and reliable internet at every workstation. Plan teaching, registration, equipment and catering in parallel, then allow time to test the full setup before participants arrive. The checklist helps you put the room, laptops, presentation and support materials in place in the right 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 program and learning objectives
2 people
Reserve venue and room
Record teacher and assistant
Create the registration form
Send invitations
2 people
Process registrations
Collect dietary requirements
Send confirmations and directions
Prepare teaching materials
2 people
Select practice photos
Prepare presentation
Check work files
Check software versions
Reserve laptops and accessories
Prepare catering order
Test equipment in advance
2 people
Do the shopping
2 people
Back up digital files
Prepare name badges
Bring materials to the venue
2 people
Open and check the room
2 people
Set up tables and chairs
3 people
Set up workstations
3 people
Set up projector and screen
2 people
Test internet and network
2 people
Set up the reception table
Set out coffee and tea
2 people
Set out lunch and snacks
2 people

Event

Receive participants
2 people
Register attendance
Explain the workshop and safety rules
Demonstrate basic techniques
Guide participants during the exercise
2 people
Provide coffee break
2 people
Demonstrate advanced techniques
Provide questions and individual support
2 people
Serve dinner
3 people
Restock drinks and snacks
Supervise practical assignment
2 people
Discuss the results together
Export files securely
2 people
See participants off
2 people

Aftercare

Collect waste
2 people
Wash dishes
2 people
Clear workstations
3 people
Switch off and pack up equipment
2 people
Put tables and chairs back
3 people
Clean the room
2 people
Move materials to storage
2 people
Return borrowed equipment
Delete participant files
Send thank-you message

What to bring

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

Furniture

Tablesqty 8
Chairsqty 24
Reception desk
Waste binsqty 4

Equipment

Laptopsqty 20
Computer miceqty 20
Laptop chargersqty 20
Projector
Projection screen
Wi-Fi router
USB sticksqty 24
Card readersqty 4
HDMI cablesqty 3
Extension cordsqty 6
Power stripsqty 8
Presentation clicker
Webcam

Tableware

Coffee cupsqty 30
Drinking glassesqty 30
Platesqty 30
Cutlery setsqty 30
Serving traysqty 4

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 2
Cutting boardsqty 2
Bread knivesqty 2
Pliersqty 4
Small bowlsqty 8
Serving spoonsqty 4

Decorations

Name card holdersqty 24
Tableclothsqty 8
Welcome sign
Directional signsqty 4

Lighting

Desk lampsqty 10
Extension leads for lightsqty 4

Cleaning

Cleaning clothsqty 12
Dish brushesqty 2
Bucketsqty 2
Floor squeegeesqty 2

Catering

Groceries

Tips

Set the learning objectives and programme before preparing slides or practice photos. A workshop with one main editing workflow is easier to time than a session that tries to cover several unrelated techniques.
Check the software version on every laptop at least 3–5 days before the workshop. Open the actual work files, confirm they load correctly, and keep backup copies on USB sticks or another separate device.
Count one laptop, mouse and charger per participant, plus at least two spare chargers and one spare workstation if possible. Label power strips and extension cords so setup does not turn into a cable hunt.
Test the projector, HDMI connection, presentation clicker, webcam, Wi-Fi and network before the event, not when the first exercise starts. Run the test with the same laptop and files the teacher will use.
Close registration and catering numbers early enough to act on dietary requirements. Send confirmations and directions at least 2 days before the workshop, including the start time, room details and what participants should bring.

Frequently asked questions

How long does it take to organise a photo editing workshop?: Allow at least 2–3 weeks for a small workshop. Reserve the room and teacher first, then open registration; complete the software, file and equipment test 3–5 days before the event.
How many laptops do I need for a photo editing workshop?: Plan for one laptop, mouse and charger per participant, with one spare workstation for every 10–12 attendees. Check the required software and available storage before confirming the equipment count.
When should I test the equipment for a photo editing workshop?: Run a full technical test 3–5 days beforehand and repeat a quick check when the room opens. Test the projector, screen, HDMI cables, Wi-Fi, power strips and every workstation with the actual practice files.
How much catering do I need for a photo editing workshop?: For a half-day workshop, plan one drink on arrival and one refreshment break per person, plus water throughout. Confirm the final headcount and dietary requirements at least 3 days before placing the order.

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