Photo Transfer Workshop Checklist

A photo transfer workshop needs more preparation than simply putting out photos and brushes. Confirm the workspace early, allow time for registrations and dietary requirements, and test the transfer technique before participants arrive. Laser prints, transfer medium, varnish, and table protection should be ready at each workstation. This checklist follows the order in which the workshop usually comes together, from booking and invitations to the final room check.

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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 workshop date and location
Reserve workspace
Write invitation text
Send invitations
Open registrations
Process registrations
Collect dietary requirements
Update participant list
Send confirmations
Create program and instructions
Prepare sample works
2 people
Test transfer technique
Determine photo sizes
Have laser prints made
Purchase supplies
Purchase catering
Buy non-perishable drinks
Buy fresh groceries
Sort photos by participant
2 people
Label work tables
Set up materials at each table
2 people
Check the workspace
Set up tables and chairs
3 people
Cover the tables
2 people
Set up demonstration table
Set up reception desk
Prepare coffee and tea
2 people
Arrange snacks on platters
2 people

Event

Receive participants
2 people
Explain the schedule and safety rules
Demonstrate transfer technique
Hand out photos and projects
2 people
Assist participants with application
3 people
Guide drying time and break
2 people
Refill drinks
Moisten and remove the paper
3 people
Serve snacks and drinks
2 people
Let creations dry
Demonstrate finishing with varnish
Finish projects
3 people
Let the pieces harden
Photograph the projects
Pack up exhibits
2 people
Say goodbye to participants
2 people

Aftercare

Chill leftover food
Collect materials
3 people
Wash dishes
2 people
Clear tables and chairs
3 people
Clean work area
3 people
Collect and take away waste
2 people
Let the materials finish drying
Store reusable materials
2 people
Return borrowed materials
Share photos with participants
Inspect the workspace at the end

What to bring

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

Furniture

Work tablesqty 6
Chairsqty 28
Presentation table
Reception desk
Waste binsqty 4

Equipment

Laptop
Projector
Projector screen
Camera
Card reader
Extension cordsqty 4
Power stripsqty 6

Lighting

Desk lampsqty 6

Kitchen

Kettlesqty 2
Coffee maker
Coolersqty 2
Serving traysqty 4

Tableware

Mugsqty 30
Drinking glassesqty 30
Platesqty 30
Cutlery setsqty 30

Decorations

Name badgesqty 30
Table signsqty 6
Colorful table runnersqty 6

Workshop materials

Wooden boardsqty 30
Laser printsqty 36
Transfer mediumqty 6
Acrylic varnishqty 4
Sponge brushesqty 30
Brushesqty 30
Mixing bowlsqty 30
Water bowlsqty 30
Scouring spongesqty 30
Sandpaperqty 60
Plastic spatulasqty 30
Drying racksqty 6
Work protection matsqty 30
Apronsqty 30
Nitrile glovesqty 60
Safety gogglesqty 30
Paper tapeqty 12
Pencil setsqty 15
Scissorsqty 15
Rulersqty 15
Packing boxesqty 30
Parchment paperqty 2

Cleaning

Bucketsqty 4
Cleaning clothsqty 20
Dish brushesqty 3
Hand soap dispensersqty 3

Catering

Groceries

Tips

Test the complete transfer technique on a sample work before the workshop, including the laser print, transfer medium, drying time, and acrylic varnish. This gives you time to adjust the instructions or photo sizes.
Prepare one complete set of materials for every participant and place it at the assigned work table. Include the wooden board, laser print, transfer medium, sponge brush, brush, and varnish rather than distributing items during the demonstration.
Make laser prints only after confirming the required photo size and sorting the images by participant. Keep a small reserve of prints or blank samples in case a registration changes or a print is damaged.
Finish the participant list and table labels before setting up the room. Put name badges, table signs, and each participant’s photo together so registration does not delay the start of the workshop.
Check power and presentation equipment while setting up, not when the demonstration begins. Test the laptop, projector, screen, extension cords, and power strips, and keep the demonstration table separate from the participants’ work tables.

Frequently asked questions

How far in advance should I organize a photo transfer workshop?: Confirm the date and workspace at least 4–6 weeks ahead, especially if the room must be reserved. Open registrations once the date, location, workshop duration, and required photo format are clear.
When should I make the laser prints for a photo transfer workshop?: Determine the final photo sizes and close or review registrations before ordering the laser prints, ideally 7–10 days before the workshop. Sort and label them by participant as soon as they arrive.
How many materials do I need per workshop participant?: Prepare one wooden board, one laser print, transfer medium, one sponge brush, a brush, and enough acrylic varnish for each participant’s project. Add at least 10% extra consumables for spills, damaged prints, or unexpected registrations.
How early should I set up the photo transfer workshop room?: Allow 2–3 hours before participants arrive to set up tables and chairs, cover the tables, place materials, test the projector, and prepare the demonstration table. Complete the workspace check before opening registration.

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