What you need for a photography workshop

A photography workshop needs more than cameras and lenses. Plan equipment for shooting, lighting, file handling and presentations, plus the small items that keep registration, catering and practical exercises moving. Allow one camera setup per participant where possible, and bring spare batteries, formatted memory cards and the correct cables before the day starts. Use this list to check what must be bought, borrowed or packed for the venue.

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What to bring

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

Furniture

Tablesqty 6
Chairsqty 24
Stoolsqty 6
Clothing rack

Equipment

Digital camerasqty 6
Camera lensesqty 8
Tripodqty 6
Flashesqty 4
LED panelsqty 4
Light standsqty 4
Reflectorsqty 4
Laptop computersqty 10
Projector
Projection screen
Memory cardsqty 12
Camera batteriesqty 12
Battery chargersqty 6
Card readersqty 6
External hard drivesqty 2
HDMI cablesqty 2
USB cablesqty 10
Extension cordsqty 6
Power stripsqty 6
Cable reelsqty 2

Tableware

Coffee mugsqty 24
Drinking glassesqty 30
Platesqty 30
Cutlery setsqty 30
Serving plattersqty 4
Small bowlsqty 8

Kitchen

Coffee makerqty 2
Thermos flasksqty 3
Coolersqty 2
Cutting boardsqty 3
Bread knivesqty 3
Serving utensilsqty 6

Decorations

Name badgesqty 24
Tableclothsqty 6
Backdrop clothsqty 3
Clothes hangersqty 20

Lighting

Battery lanternsqty 4

Cleaning

Dustpan and brushqty 2
Bucketsqty 2
Mopsqty 2
Reusable cleaning clothsqty 12

Catering

Groceries
- Coffee - 2 packs
- Tea - 2 boxes
- Sugar - 1 pack
- Milk - 4 liters
- Oat milk - 2 liter
- Coffee biscuits - 4 packs
- Herbal tea - 1 box
- Still mineral water - 24 bottles
- Sparkling mineral water - 12 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Orange juice - 4 cartons
- Apple juice - 3 packs
- Wraps - 30 pieces
- Hummus - 4 tubs
- Cream cheese - 3 tubs
- Chicken breast topping - 1 kilo
- Smoked salmon - 600 grams
- Young cheese - 1 kilo
- Avocados - 10 pieces
- Cucumbers - 6 pieces
- Tomatoes - 1.5 kilos
- Arugula - 5 bags
- Bell peppers - 8 pieces
- Red onions - 4 pieces
- Lemons - 4 pieces
- Olives - 3 jars
- Sun-dried tomatoes - 2 jars
- Mayonnaise - 1 bottle
- Pesto sauce - 2 jars
- Mustard - 1 jar
- Pepper - 1 shaker
- Salt - 1 pack
- Paprika powder - 1 container
- Bananas - 20 pieces
- Apples - 20 pieces
- Grapes - 3 kilos
- Paprika chips - 3 bags
- Plain chips - 3 bags
- Mixed nuts - 2 bags
- Chocolate bars - 24 pieces
- Napkins - 3 packs
- Paper towels - 4 rolls
- Toilet paper - 2 packs
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Hand soap - 2 bottles
- Hand sanitizer - 2 bottles

Tips

Plan one memory card and one fully charged battery per camera, plus at least one spare of each for every two participants. Format cards before the workshop and test that files can be copied to a laptop.
Bring one tripod for every two to three participants if the exercises include careful composition or low-light shooting. Pack the matching lenses, camera bodies and release accessories together so setup does not delay the first assignment.
For a small lighting station, allow one light stand and one reflector per setup, with an LED panel or flash and suitable power leads. Test every flash, LED panel and extension cord before packing.
Pack presentation equipment at least one day ahead: laptop, projector, screen, HDMI cable and a backup USB cable. Keep the presentation files on an external hard drive as well as the laptop.
Buy or count catering by attendee before shopping: provide one mug and one glass per person, then add about 10% extra. Plates, cutlery, serving dishes and small bowls are easy to overlook when the focus is on camera equipment.

Frequently asked questions

What equipment do I need for a photography workshop?: For each two to three participants, plan cameras, suitable lenses, a tripod, lighting equipment and a reflector. Also bring memory cards, spare batteries, chargers, a laptop and file-transfer equipment.
How many spare camera batteries should I bring?: Bring at least one spare battery for every two cameras, and charge all batteries before the workshop. For a full-day session, one spare per camera is safer, especially when participants use flash or review images frequently.
How many memory cards are needed for a photography workshop?: Prepare at least one formatted memory card per camera, plus one spare card for every two cameras. Check the card capacity against the planned exercises and copy test files before participants arrive.
What should I buy for workshop catering?: Count one mug, one glass, one plate and one cutlery set per attendee, then add roughly 10% extra. Include serving plates and small bowls if food or snacks are being served, and arrange coffee and tea before setup begins.

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