What You Need for a Photo Workshop

A photo workshop needs more than cameras and lenses. Plan equipment for shooting, lighting, image transfer and presentation, plus the practical items that keep registration, catering and the room running smoothly. For each participant, allow access to a camera, a suitable lens, a formatted memory card and a charged spare battery. Check cables, power and card readers at least one day before the workshop so a missing adapter does not interrupt the programme.

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
Buffet table
Registration desk
Clothes racksqty 2

Equipment

System camerasqty 8
Standard zoom lensesqty 8
Portrait lensesqty 4
Tripod headsqty 8
Camera tripodsqty 8
External flash unitsqty 4
Flash umbrellasqty 4
Reflectorsqty 4
Extra camera batteriesqty 16
Memory cardsqty 16
Card readersqty 4
Laptopsqty 4
Projector
Projection screen
HDMI cablesqty 2
Power stripsqty 6
Extension cordsqty 6
Cable reelsqty 2
USB sticksqty 4

Lighting

LED panel lightsqty 4
Light standsqty 4
Battery lanternsqty 4

Tableware

Coffee cupsqty 24
Glassesqty 30
Platesqty 30
Cutlery setsqty 30
Serving plattersqty 6

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 2
Cutting boardsqty 2
Serving utensilsqty 6

Catering

Groceries
- Coffee beans - 1.5 kilos
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 3 liters
- Still water - 24 bottles
- Sparkling water - 12 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Orange juice - 6 liters
- Apple juice - 4 liter
- Lemons - 10 pieces
- Ice cubes - 5 kilos
- Mini croissants - 30 pieces
- Mini muffins - 30 pieces
- Paprika chips - 3 bags
- Plain chips - 3 bags
- Salted nuts - 2 bags
- Grapes - 3 kilos
- Apples - 24 pieces
- Cucumbers - 6 pieces
- Cherry tomatoes - 2 kilos
- Mixed salad - 1.5 kilos
- Baguettes - 12 pieces
- Wholemeal bread - 6 loaves
- Hummus - 1.5 kilos
- Young cheese - 1,5 kilo
- Chicken breast topping - 1 kilo
- Smoked salmon - 750 grams
- Vegan toppings - 1 kilo
- Butter - 500 grams
- Mayonnaise - 1 jar
- Mustard - 1 jar
- Ketchup - 1 bottle
- Vegetable soup - 6 liters
- Breadcrumbs - 4 bags
- Cookies - 4 packs
- Chocolate bars - 24 pieces
- Napkins - 3 packs
- Paper towels - 4 rolls
- Toilet paper - 12 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- Hand soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 6 pieces
- Microfiber cloths - 8 pieces

Presentation

Flip chart
Flip chart sheetsqty 2
Markersqty 12
Name badgesqty 24
Ballpoint pensqty 30
Notepadsqty 24
Worksheetsqty 30
Programsqty 24
Sticky notesqty 4
Tapeqty 4
Writing foldersqty 24

Decorations

Welcome sign
Direction signsqty 6
Tableclothsqty 6
Name badge holdersqty 24

Cleaning

Vacuum cleaner
Mop set
Trash binsqty 3

Store away

Supply binsqty 6
Cable tiesqty 50
Label stickersqty 2
Waterproof bagsqty 4

Tips

Allow one system camera and one standard zoom lens per participant where possible; add portrait lenses, tripods or flash equipment only for exercises that use them.
Prepare at least one extra camera battery for every two participants and charge all batteries the evening before. Format memory cards before distribution, then keep spare cards available.
For a presentation, use one laptop, projector and projection screen, with a tested HDMI cable plus a spare connection option. Bring a USB stick for transferring the programme or example images.
Plan lighting by exercise: use one LED panel and light stand for continuous light, or one flash unit with an umbrella for each small group practising flash photography. Add reflectors where natural light is uneven.
Buy or bring tableware for the actual headcount, then add roughly 10% spare coffee cups, glasses and plates. Set aside a registration desk, name badges and a clear place for the participant list before arrivals begin.

Frequently asked questions

What equipment do I need for a photo workshop?: For each participant, plan one camera, one suitable lens, a memory card and access to a charged spare battery. Shared equipment can include tripods, portrait lenses, flash units, reflectors, LED panels and light stands, depending on the assignments.
How many spare camera batteries should I buy for a workshop?: Allow one spare battery for every two participants, with at least two additional batteries for the organiser or support photographer. Charge them the day before and test that each battery fits the cameras you have reserved.
What presentation equipment is needed for a photography workshop?: Prepare one laptop, one projector, one projection screen, a tested HDMI cable and suitable power strips or extension cords. Test the complete setup at least 24 hours before the workshop and keep a USB stick with the presentation as a backup.
How much catering and tableware do I need for a photo workshop?: Order catering for the confirmed participant count plus about 10% extra, especially for drinks and small snacks. Provide at least one coffee cup, glass and plate per person, with 10% spare tableware for breakage or late registrations.

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.