What you need for a photo workshop

A photo workshop needs more than cameras. Plan one usable camera setup per participant or pair, plus charged batteries, formatted memory cards, and a way to review images during the session. You will also need presentation equipment, lighting accessories for the photo stations, and printed practice exercises. For a half-day workshop, arrange coffee, tea, water, and simple catering early enough to match the final registration numbers.

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What to bring

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

Furniture

Tablesqty 6
Chairsqty 24
Tableclothqty 6
Coat racksqty 2

Equipment

Digital camerasqty 10
Standard zoom lensesqty 10
Tripodqty 10
Memory cardsqty 15
Spare batteriesqty 15
Battery chargersqty 10
Card readersqty 4
Laptopsqty 6
Presentation screen
HDMI cableqty 2
Power stripsqty 6
Extension cordsqty 6

Lighting

LED lampsqty 4
Light standsqty 4
Reflectorsqty 6
Clampsqty 12

Tableware

Coffee cupsqty 24
Glassesqty 30
Platesqty 30
Cutlery setsqty 30

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving traysqty 4
Serving spoonsqty 4

Catering

Coolersqty 3
Water carafesqty 4
Buffet traysqty 6
Serving tongsqty 4
Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 1 box
- Herbal tea - 1 box
- Sugar - 1 bag
- Sweetener - 1 box
- Semi-skimmed milk - 4 liter
- Oat milk - 2 liter
- Spa Blauw - 4 crates
- Sparkling mineral water - 2 crates
- Cola - 2 bottles
- Cola Zero - 2 bottles
- Apple juice - 2 cartons
- Orange juice - 2 cartons
- Lemons - 6 pieces
- Baguettes - 12 pieces
- Whole grain bread - 4 loaves
- Young cheese - 2 kilos
- Aged cheese - 1 kilo
- Back ham - 1 kilo
- Chicken breast topping - 1 kilo
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Butter - 3 packs
- Cucumbers - 6 pieces
- Tomatoes - 2 kilos
- Bell peppers - 1 kilo
- Lettuce - 4 heads
- Grapes - 2 kilos
- Apples - 24 pieces
- Bananas - 24 pieces
- Yogurt - 24 servings
- Muesli bars - 30 pieces
- Plain chips - 4 bags
- Paprika chips - 4 bags
- Mixed nuts - 2 kilos
- Cookies - 4 packs
- Paper napkins - 100 pieces
- Paper towels - 4 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- Hand soap - 2 bottles
- Toilet paper - 12 rolls

Decorations

Name card holdersqty 24
Direction signsqty 6

Cleaning

Waste binsqty 4
Washing-up tubsqty 2
Cleaning clothsqty 12

Tips

Prepare one camera, standard zoom lens, memory card, and spare battery for each participant or working pair. Add at least two backup camera setups so a faulty battery or camera does not stop the exercise.
Check the presentation screen, HDMI cable, laptops, power strips, and extension cords at least one day before the workshop. Bring the correct adapters if the teacher’s laptop uses a different video connection.
For each lighting station, allow one LED lamp, light stand, reflector, and several clamps. Pack the lighting gear before setting up tables so stations can be arranged around the available power points.
Print the practice exercises before participants arrive and prepare a clear route sheet for the outdoor assignment. Keep a few extra copies available; three to five spares usually cover last-minute registrations or damaged pages.
Order refreshments from the confirmed participant list, not the invitation count. Have coffee cups, glasses, plates, and cutlery ready before the first break, and use thermos flasks or coolers if food and drinks must wait between sessions.

Frequently asked questions

What equipment do I need for a photo workshop?: Plan one digital camera and standard zoom lens for each participant or pair, plus a tripod, memory card, spare battery, and charger. Add card readers, laptops, a presentation screen, an HDMI cable, power strips, and extension cords for reviewing and presenting work.
How many spare batteries should I bring to a photography workshop?: Bring at least one fully charged spare battery per camera, and keep two or three additional spares for the group. Charge everything the day before and check the batteries again before participants arrive.
How much lighting equipment is needed for a photo workshop?: For each photo station, allow one LED lamp, one light stand, one reflector, and several clamps. Two or three stations are usually enough for a small workshop, depending on the number of participants and the exercise setup.
When should I buy refreshments for a photo workshop?: Confirm registrations and dietary requirements two to three days before ordering catering. Buy or prepare coffee, tea, water, and tableware no later than the day before, then set out serving trays, spoons, and thermos flasks before the first break.

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