What to Buy for a Photo Workshop

A photo workshop needs more than cameras. Prepare one working camera, suitable lenses and a cleared memory card for each participant, plus spare batteries and chargers for the day. You will also need presentation equipment, lighting for the photo stations, backdrops and simple room supplies. Plan coffee, tea and water for the full session, and print handouts and name badges before participants arrive.

Organize this event for free with Lizzt

What to bring

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

Furniture

Tablesqty 6
Chairsqty 24
Presentation table
Stoolsqty 4

Equipment

Digital camerasqty 10
Lensesqty 10
Tripodqty 6
Memory cardsqty 12
Spare batteriesqty 12
Battery chargersqty 10
Laptopqty 2
Card readersqty 4
Projector
Projection screen
HDMI cablesqty 2
Power stripsqty 4
Extension cordsqty 4

Lighting

LED lightsqty 4
Clamp spotlightsqty 4

Decorations

Photo backdropsqty 3
Photo framesqty 20
Poster puttyqty 4
Name badgesqty 24
Tableclothsqty 6

Tableware

Coffee cupsqty 24
Drinking glassesqty 30
Platesqty 30
Cutlery setsqty 30

Kitchen

Coffee maker
Kettleqty 2
Thermosqty 3
Cool boxqty 2
Serving traysqty 3
Scissorsqty 4
Tapeqty 4
Pensqty 24
Notepadsqty 24
Worksheetsqty 24

Cleaning

Vacuum cleaner
Broom
Mop

Catering

Groceries
- Coffee - 2 packs
- Tea - 2 boxes
- Sugar - 1 pack
- Milk - 4 liters
- Oat milk - 2 liter
- Lemon - 4 pieces
- Still water - 12 bottles
- Sparkling water - 12 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Orange juice - 4 cartons
- Apple juice - 3 packs
- Paprika chips - 3 bags
- Plain chips - 3 bags
- Snacks - 3 bags
- Mixed nuts - 2 bags
- Olives - 3 jars
- Cucumber - 4 pieces
- Cherry tomatoes - 4 trays
- Grapes - 3 bunches
- Apples - 24 pieces
- Bananas - 20 pieces
- Baguettes - 6 pieces
- Hummus - 4 tubs
- Cream cheese - 3 tubs
- Young cheese - 1,5 kilogram
- Hummus vegetables - 4 trays
- Mini wraps - 40 pieces
- Vegetarian wraps - 24 pieces
- Cookies - 4 packs
- Brownies - 24 pieces
- Napkins - 2 packs
- Paper cups - 50 pieces
- Paper towels - 4 rolls
- Toilet paper - 12 rolls
- Trash bags - 2 rolls
- Dish soap - 1 bottle
- All-purpose cleaner - 1 bottle
- Sponges - 4 pieces
- Hand soap - 2 dispensers

Tips

Prepare one digital camera and at least one usable lens per participant, then add one or two spare cameras if the group is larger than 10. Check every camera before the workshop and clear all memory cards.
Bring at least one spare battery per camera and charge every battery the night before. For a workshop lasting more than 4 hours, keep battery chargers and accessible power strips ready.
Allow one photo station for every 4 to 6 participants. Each station should have its own tripod, LED light or clamp spotlight, backdrop and any photo frames used in the exercises.
Test the laptop, projector, projection screen and HDMI cables at least 60 minutes before the introduction. Pack a card reader and an extension cord; these are easy to overlook when cameras are the focus.
Plan 2 to 3 drinks per person for the first hour, then 1 drink per person for each additional hour. Set out enough coffee cups, drinking glasses, plates and cutlery, and prepare name badges before registration opens.

Frequently asked questions

How many cameras do I need for a photo workshop?: Plan for one digital camera per participant if everyone will practise at the same time. For a group of 12, prepare 12 cameras and keep 1 or 2 tested spares available.
How many batteries should I bring to a photography workshop?: Bring at least 2 charged batteries per camera: one installed and one spare. For sessions longer than 4 hours, bring chargers and allow access to power strips.
What equipment is needed for a photo workshop presentation?: Prepare a laptop, projector, projection screen, HDMI cables and a card reader. Test the complete setup at least 60 minutes before participants arrive.
How much coffee and water do I need for a photo workshop?: For the first hour, allow 2 to 3 drinks per person; after that, allow 1 drink per person for each additional hour. Add extra cups and drinking glasses for roughly 10% more people than registered.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.