What you need for a photography workshop

A photography workshop needs more than cameras and a room. Bring enough working equipment for the group, plus backup power, clear paperwork and simple supplies for registration and note-taking. For a practical session, plan one camera setup per participant or pair, and check every battery, memory card and cable before people arrive. The list below covers the equipment, workshop materials, refreshments and setup items that are easy to overlook.

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What to bring

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

Furniture

Tablesqty 6
Chairsqty 24
Tableclothqty 4

Equipment

Digital camerasqty 6
Camera tripodsqty 8
Studio lightsqty 3
Softboxesqty 2
Reflectorsqty 4
Wireless flashesqty 3
Objectivesqty 8
Spare batteriesqty 12
Memory cardsqty 12
Battery chargersqty 8
Laptop
Projector
Projection screen
Extension cordsqty 6
Power stripsqty 6
Gaffer tapeqty 2

Decorations

Backdrop clothsqty 3
Clothes racksqty 2
Clothespinsqty 24

Office

Name badgesqty 24
Pensqty 30
Notepadsqty 24
Worksheetsqty 24
Consent formsqty 24
Foldersqty 4

Tableware

Coffee cupsqty 30
Drinking glassesqty 30
Platesqty 30
Cutlery setsqty 30

Kitchen

Coffee maker
Kettlesqty 2
Thermos flasksqty 3
Coolersqty 2
Serving traysqty 3

Cleaning

Waste binsqty 3

Catering

Groceries
- Coffee - 2 packs
- Tea - 2 boxes
- Sugar - 1 pack
- Mints - 1 box
- Semi-skimmed milk - 4 liter
- Oat milk - 2 liter
- Still Water - 24 bottles
- Sparkling water - 12 bottles
- Cola - 3 bottles
- Cola Zero - 3 bottles
- Orange juice - 3 cartons
- Apple juice - 2 cartons
- Mini croissants - 30 pieces
- Butter - 2 packs
- Young cheese - 1 kilo
- Back ham - 500 grams
- Hummus - 3 tubs
- Cream cheese - 2 tubs
- Sandwich rolls - 30 pieces
- Cucumber - 4 pieces
- Cherry tomatoes - 1 kilo
- Mixed lettuce - 4 bags
- Paprika chips - 3 bags
- Plain chips - 3 bags
- Snacks - 3 bags
- Apples - 24 pieces
- Bananas - 18 pieces
- Grapes - 3 kilos
- Cookies - 4 packs
- Brownies - 24 pieces
- Napkins - 2 packs
- Paper coffee filters - 1 pack
- Dish soap - 1 bottle
- Cleaning spray - 1 bottle
- Paper towels - 4 rolls
- Toilet paper - 12 rolls
- Trash bags - 2 rolls

Tips

Plan one camera, lens and memory card per participant or pair, plus at least one spare battery and charger for every two cameras. Clear the cards before the workshop and charge all batteries the day before.
Allow one tripod for every two participants and enough lighting accessories for each practice corner. Test the studio lights, softboxes, reflectors and wireless flashes together before setup.
Bring at least one extension cord and power strip for each active equipment area, then secure loose cables with gaffer tape. Check the route from the laptop and projector to the nearest power source before participants arrive.
Prepare one name badge, pen and notepad per participant, and print worksheets and consent forms with a few extras. Ten percent extra copies is a useful minimum when the final attendance list may still change.
Set up coffee cups and drinking glasses before registration opens, not during the first exercise. Keep the reception table stocked and place backdrop cloths, clothes racks and clothespins together so the practice area can be changed quickly.

Frequently asked questions

How many cameras do I need for a photography workshop?: Plan one camera for each participant if everyone must shoot at the same time. If participants bring their own cameras, keep at least two spare cameras available for demonstrations or equipment failures.
How many spare batteries should I bring?: Bring one fully charged spare battery per camera, plus chargers for each camera type. Charge everything at least 12 hours before the workshop and keep the spares together at the reception or equipment table.
How many printed handouts and consent forms are needed?: Print one worksheet and consent form per registered participant, then add 10% extra. For 20 participants, prepare 22 copies of each so late confirmations or damaged pages do not interrupt the session.
What should I check before a photography workshop?: Complete the equipment check at least one day beforehand: charge batteries, erase memory cards and test the laptop, projector and presentation. On the day, allow 60 to 90 minutes to arrange tables, chairs, photo corners and power.

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