What you need for a photo workshop

Use this shopping list to prepare a hands-on photo workshop without discovering missing equipment on the day. It covers camera gear, lighting, backdrops, presentation equipment, table supplies, and refreshments. Plan one usable camera setup per participant or pair, plus spare batteries and memory cards so practice does not stop. Check every charger, cable, and adapter before participants arrive, and prepare printed handouts and name badges early enough to fix errors.

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What to bring

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

Furniture

Tablesqty 6
Chairsqty 24
Stoolsqty 4
Registration desk
Clothing rack

Equipment

System camerasqty 10
Tripodsqty 10
Camera lensesqty 10
Camera strapsqty 10
Battery chargersqty 10
Extra batteriesqty 12
Memory cardsqty 12
Card readersqty 4
Laptop
Projector
Projection screen
LED lightsqty 4
Light standsqty 4
Reflectorsqty 4
Extension cordsqty 6
Power stripsqty 6
Gaffer tapeqty 4
USB sticksqty 4

Decorations

Photography backdropsqty 4
Backdrop clampsqty 12
Propsqty 12

Tableware

Coffee cupsqty 24
Drinking glassesqty 30
Platesqty 30
Cutlery setsqty 30

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 3
Serving traysqty 4
Serving jugsqty 2
Coolersqty 2
Cutting boardsqty 2
Bread knivesqty 2
Serving tongsqty 4

Catering

Groceries
- Coffee - 2 packs
- Tea - 2 boxes
- Sugar - 1 pack
- Milk - 4 liters
- Oat milk - 2 liter
- Mineral water - 24 bottles
- Sparkling water - 12 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Orange juice - 4 liters
- Apple juice - 2 liter
- Lemons - 6 pieces
- Honey - 1 jar
- Stirrers - 100 pieces
- Hummus - 4 tubs
- Cream cheese - 3 tubs
- Young cheese - 1,5 kilo
- Cooked ham - 1 kilo
- Turkey breast - 1 kilo
- Egg salad - 3 tubs
- Whole grain bread - 8 loaves
- White rolls - 30 pieces
- Wraps - 30 pieces
- Arugula - 4 bags
- Cucumbers - 6 pieces
- Tomatoes - 2 kilos
- Bell peppers - 12 pieces
- Red onions - 6 pieces
- Olives - 3 jars
- Feta cheese - 600 grams
- Chicken breast strips - 2 kilos
- Falafel - 1.5 kilos
- Rice - 2 kilos
- Pesto sauce - 3 jars
- Yogurt dressing - 3 bottles
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Butter - 500 grams
- Apples - 24 pieces
- Bananas - 24 pieces
- Grapes - 3 kilos
- Mixed nuts - 1 kilo
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Salted crackers - 4 packs
- Muesli bars - 30 pieces
- Cookies - 4 packs
- Chocolate bars - 30 pieces
- Ice cubes - 4 bags
- Napkins - 4 packs
- Paper towels - 4 rolls
- Toilet paper - 12 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 6 pieces
- Microfiber cloths - 10 pieces
- Hand soap - 2 bottles
- Hand sanitizer - 2 bottles
- Aluminum foil - 1 roll
- Cling film - 1 roll
- Storage containers - 20 pieces

Tips

Plan one camera, lens, strap, and memory card for each participant or working pair. Add at least one spare battery and one spare memory card for every four cameras.
Bring a charger for every camera type and charge all batteries the day before. Pack extension cords and power strips, then secure loose cables with gaffer tape.
For a lighting exercise, prepare at least two LED lights, two light stands, and one reflector per practice area. Pack backdrop clamps with the backdrops; they are easy to overlook.
Allow one USB stick or another clear transfer method for each participant or group if images will be taken home. Test the laptop, projector, screen, and card readers together before the workshop.
Buy refreshments for the confirmed attendance plus about 10% extra. Count coffee cups, drinking glasses, plates, and cutlery separately, especially if catering and drinks arrive in different deliveries.

Frequently asked questions

What camera equipment do I need for a photo workshop?: Prepare one system camera, suitable lens, camera strap, charged battery, and formatted memory card for each participant or pair. Keep at least 25% extra batteries and memory cards available for a full-day session.
How many spare batteries and memory cards should I buy?: A practical minimum is one spare battery and one spare memory card for every four cameras. For outdoor or full-day workshops, use one spare of each per camera so a dead battery or full card does not interrupt the exercise.
What lighting equipment is needed for a photography workshop?: For each lighting practice area, allow two LED lights, two light stands, one reflector, and a backdrop with clamps. Add extension cords, power strips, and gaffer tape before setup, not after the first demonstration.
How early should I prepare photo workshop materials?: Test cameras, lenses, batteries, memory cards, laptop, projector, and card readers at least 24 hours before the workshop. Print handouts and name badges no later than the previous day, and charge all batteries overnight.

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