What You Need for a Photo Workshop

A photo workshop needs more than cameras and lenses. You’ll need reliable presentation equipment, enough power and charging options, lighting accessories, printing supplies, and materials for each participant. Plan the shopping and equipment check at least one week before the workshop, then charge batteries, format memory cards, and test the presentation the day before. This list also covers the easy-to-forget items that keep the practical sessions running smoothly.

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What to bring

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

Furniture

Tablesqty 6
Chairsqty 24
Buffet tableqty 2
Stoolsqty 4

Equipment

Projector
Projection screen
Laptop
HDMI cableqty 2
Power stripsqty 6
Extension cordsqty 6
USB card readerqty 4
Mobile chargersqty 6

Photography

System camerasqty 8
Tripodsqty 8
Camera lensesqty 10
Spare batteriesqty 12
Memory cardsqty 12
Camera bagsqty 8
Tripod Platesqty 8
LED lightsqty 4
Light standsqty 4
Reflectorsqty 4
Backdrop clothsqty 3
Clampsqty 12
Grey cardsqty 8
Lens wipesqty 20
Lens blowersqty 4
Photo printers
Photo paperqty 2

Tableware

Platesqty 24
Bowlsqty 24
Glassesqty 30
Coffee cupsqty 24
Cutlery setsqty 24
Serving plattersqty 8
Serving spoonsqty 6

Kitchen

Coffee makerqty 2
Kettlesqty 2
Coolersqty 3
Cutting boardsqty 3
Chef's knifeqty 2
Bread knivesqty 2
Serving traysqty 4

Decorations

Name card holdersqty 24
Tableclothsqty 6
Pen holdersqty 6
Flip chart
Flip chart sheets
Markersqty 12

Cleaning

Waste binsqty 4

Catering

Groceries
- Coffee beans - 2 packs
- Tea bags - 60 pieces
- Semi-skimmed milk - 4 liter
- Oat milk - 2 liter
- Granulated sugar - 1 kilo
- Mints - 1 box
- Still water - 12 bottles
- Sparkling water - 12 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Lemonade - 4 bottles
- Orange juice - 4 liters
- Apple juice - 4 liter
- Apples - 24 pieces
- Bananas - 20 pieces
- Grapes - 2 kilos
- Cucumbers - 6 pieces
- Cherry tomatoes - 2 kilos
- Carrots - 2 kilo
- Bell peppers - 12 pieces
- Mixed salad - 1.5 kilos
- Red onions - 6 pieces
- Feta cheese - 1 kilo
- Chickpeas - 8 cans
- Corn - 6 cans
- Olives - 2 jars
- Pasta - 3 kilos
- Pesto - 4 jars
- Pasta sauce - 6 jars
- Grated cheese - 1 kilo
- Wholemeal bread - 6 loaves
- Baguettes - 8 pieces
- Hummus - 1.5 kilos
- Young cheese - 1 kilo
- Turkey breast - 1 kilo
- Vegetarian spreads - 6 tubs
- Butter - 500 grams
- Mixed nuts - 1 kilo
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Cookies - 6 packs
- Brownies - 30 pieces
- Olive oil - 1 bottle
- Balsamic vinegar - 1 bottle
- Mayonnaise - 1 jar
- Ketchup - 1 bottle
- Italian herbs - 1 jar
- Black pepper - 1 jar
- Salt - 1 pack
- Trash bags - 2 rolls
- Paper towels - 4 rolls
- Napkins - 100 pieces
- Dish soap - 1 bottle
- Sponges - 6 pieces
- All-purpose cleaner - 1 bottle
- Toilet paper - 24 rolls
- Hand soap - 2 bottles

Tips

Prepare one complete camera setup for each working station, including a tripod, tripod plate, suitable lens, memory card, and spare battery. Add at least one extra battery and memory card for every two stations.
Bring two power strips and enough extension cords to reach every presentation, charging, and lighting position without creating trip hazards. Pack HDMI cables and a USB card reader as backups.
For a lighting exercise, allow one LED light, one light stand, one reflector, and at least two clamps per station. Keep grey cards, lens wipes, and lens blowers together in a small equipment tray.
Buy photo paper based on the number of participants and planned prints, then add 10% extra. If participants will print their work, test the photo printers with the chosen paper before the workshop starts.
For catering, calculate drinks for the full group and keep lunch, fresh products, and chilled drinks refrigerated until the break. Set out plates at the buffet table and prepare name badges and handouts for every confirmed participant, plus 2 spare sets.

Frequently asked questions

What equipment do I need for a photo workshop?: Plan for one camera setup per practical station: a camera, lens, tripod, tripod plate, memory card, and spare battery. You’ll also need presentation equipment, power strips, extension cords, lighting gear, and a USB card reader.
How many spare batteries and memory cards should I bring?: Bring at least one spare battery and one spare memory card for every two participants or workstations. Charge all batteries fully the day before and format the cards after confirming that any existing files are backed up.
How much photo paper do I need for a workshop?: Allow at least two sheets per participant for planned test and final prints, then add 10% extra. For 12 participants, that means buying at least 27 sheets rather than exactly 24.
When should I prepare the equipment for a photo workshop?: Complete the inventory one week before the workshop and test the projector, laptop, HDMI connection, printers, and lighting at least one day before. Charge batteries and format memory cards on the day before, not during setup.

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