Photo workshop checklist: what to arrange and when

A photo workshop needs more than cameras and a presentation. You also have to manage registrations, dietary requirements, models, practice assignments and a location where participants can work safely. Use this checklist to plan the program, prepare the equipment and set up the room in the right order. It covers the details that are easy to leave until the last minute, from formatted memory cards and charged batteries to the registration desk, lighting and coffee.

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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
Send participant information
Reserve a photo location
Book photo models
Order catering
Develop photo program
Print practice assignments
Prepare presentation
Check the equipment
2 people
Format memory cards
Charge batteries
Do the shopping
2 people
Prepare materials
2 people
Open venue
2 people
Set up tables and chairs
3 people
Set up photo stations
3 people
Connect presentation screen
2 people
Set up lighting
2 people
Prepare coffee and tea
2 people
Set up the registration table

Event

Receive participants
2 people
Explain the program
Demonstrate camera operation
Explain the lighting
Hand out practice assignment
2 people
Guide participants
3 people
Review photos together
2 people
Serve dinner
3 people
Refill drinks
Guide portrait photography
3 people
Assist with evening photography
3 people
Present the results
2 people
Answer questions
Check out participants
2 people

Aftercare

Switch off equipment
2 people
Pack equipment
3 people
Wash dishes
2 people
Collect waste
2 people
Clean the venue
3 people
Put furniture back
2 people
Inventory materials
2 people
Secure memory cards
Let equipment dry
Return borrowed items
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 36
Registration desk
Stoolsqty 6

Equipment

System camerasqty 12
Objectivesqty 16
Tripod setsqty 12
External flash unitsqty 8
Light standsqty 8
Softboxesqty 6
Reflectorsqty 6
Laptop
Memory card readersqty 4
HDMI cablesqty 3
Spare batteriesqty 16
Battery chargersqty 12
Memory cardsqty 16
Power banksqty 4
Presentation screen
Projector
Extension cordsqty 6
Power stripsqty 6

Decorations

Portrait backdropsqty 3
Backdrop clampsqty 12

Tableware

Coffee cupsqty 36
Glassesqty 36
Platesqty 36
Cutlery setsqty 36

Kitchen

Coffee makerqty 2
Kettlesqty 2
Coolersqty 3
Serving traysqty 4
Cutting boardsqty 2
Bread knivesqty 2

Cleaning

Waste binsqty 3

Catering

Groceries

Tips

Reserve the photo location before booking models or finalising the program. Check that there is enough space for several photo stations, portrait backdrops, lighting stands and a presentation screen.
Check every camera, lens, tripod, flash and softbox at least one day before the workshop. Format the memory cards, charge all batteries and pack spare batteries, chargers, power banks and card readers.
Send participant information before the workshop with the starting time, location, what to bring and how the practice assignments will work. Process registrations and collect dietary requirements early enough to adjust the catering order.
Set up the room before participants arrive: tables and chairs first, then the registration desk, photo stations, lighting and presentation equipment. Test the laptop, projector or screen, HDMI cables, extension cords and power strips before opening the venue.
Allow time for a proper equipment demonstration at the start. Show camera operation before participants begin shooting, then explain the program and hand out the printed practice assignments so no one misses the first exercise.

Frequently asked questions

How far in advance should I plan a photo workshop?: Start planning at least 4 to 6 weeks ahead. Reserve the photo location, book models and send invitations first; confirm registrations and dietary requirements before ordering catering.
How many cameras and lighting setups do I need for a photo workshop?: Plan one working camera and lens combination per participant if everyone shoots at once. For shared practice, prepare at least one photo station for every 3 to 4 participants, including a tripod, light stand, flash or softbox and reflector.
When should I charge batteries and format memory cards?: Charge the batteries and format the memory cards the day before the workshop, not during setup. Keep spare batteries, chargers and at least one tested memory card reader ready in the room.
How early should I arrive to set up a photo workshop?: Arrive 90 to 120 minutes before participants are due. This gives you time to arrange tables and chairs, connect the presentation screen, test lighting and prepare registration, coffee and tea.

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