What You Need for a Photo Workshop

A photo workshop needs more than cameras. Plan the equipment for each practice station, plus enough power, storage, presentation gear, and refreshments for the full session. Check that every camera has a formatted memory card and a charged spare battery before participants arrive. For a hands-on group, one tripod, light setup, and camera per station keeps waiting time manageable; add shared accessories where participants can rotate between exercises.

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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
- Coffee - 2 packs
- Tea bags - 100 pieces
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 3 liters
- Herbal tea - 2 boxes
- Spa Blauw - 36 bottles
- Sparkling water - 12 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Orange juice - 6 liters
- Apple juice - 4 liter
- Sandwiches - 40 pieces
- Whole grain bread - 4 loaves
- Wraps - 40 pieces
- Young cheese - 2 kilos
- Hummus - 6 tubs
- Chicken breast slices - 1.5 kilos
- Smoked salmon - 1 kilo
- Cream cheese - 1 kilo
- Lettuce - 6 heads
- Cucumbers - 8 pieces
- Tomatoes - 3 kilos
- Bell peppers - 2 kilos
- Arugula - 6 bags
- Olives - 4 jars
- Mayonnaise - 1 bottle
- Mustard - 1 bottle
- Ketchup - 1 bottle
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Mixed nuts - 2 kilos
- Grapes - 3 kilos
- Apples - 40 pieces
- Bananas - 30 pieces
- Cookies - 6 packs
- Brownies - 40 pieces
- Paper napkins - 150 pieces
- Aluminum foil - 1 roll
- Cling film - 1 roll
- Paper towels - 6 rolls
- Garbage bags - 30 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 6 pieces
- Toilet paper - 24 rolls

Tips

Prepare one camera, tripod set, memory card, and battery setup for each practice station. Keep at least one spare battery and one formatted memory card available for every two cameras.
Bring one light stand, softbox, reflector, and external flash unit per lighting station. Pack backdrop clamps with portrait backdrops so the background can be secured quickly.
Pack presentation equipment before the workshop day: laptop, projector or presentation screen, HDMI cables, and a power strip. Test the connection with the actual laptop at least one day beforehand.
Charge all camera batteries and power banks overnight, then bring battery chargers and extension cords. A power strip at each equipment table prevents participants from competing for one outlet.
For a half-day workshop, allow 2–3 cups of coffee or tea per participant and add 10% extra cups, glasses, plates, and cutlery. Confirm dietary requirements before ordering catering, not on the morning of the workshop.

Frequently asked questions

What equipment does each participant need for a photo workshop?: For practical camera exercises, plan one system camera, suitable objective, formatted memory card, and charged battery per participant or pair. Provide at least one tripod set for every two participants so everyone gets regular practice time.
How many spare batteries and memory cards should I bring?: Bring at least one spare battery per camera and one extra memory card per two cameras. Charge the spares before the workshop and keep them together with the chargers rather than leaving them in the equipment bags.
How much coffee and tea do I need for a photo workshop?: Allow 2–3 cups per participant for a half-day session, plus 10% extra. For 20 participants, that means preparing roughly 44–66 cups and having enough coffee cups, glasses, plates, and cutlery available.
When should I prepare the photo workshop equipment?: Check cameras, objectives, lighting, presentation cables, and memory cards at least one day before the workshop. Charge batteries overnight and set up the stations 60–90 minutes before participants arrive.

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