What you need for a photography workshop

Plan equipment and consumables separately so the workshop is ready when participants arrive. Each practice station needs a camera, lens, memory card, charged spare battery, and a stable tripod where required. For demonstrations, prepare the LED lights, stands, reflectors, backdrops, extension cords, and power strips before the day. You will also need presentation equipment, registration furniture, printed exercises, name badges, and enough coffee, tea, drinks, cups, glasses, plates, and cutlery for the full group.

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What to bring

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

Furniture

Tablesqty 6
Chairsqty 24
Reception desk
Clothing rack

Photography

System camerasqty 6
Standard lensesqty 6
Tripodqty 6
Memory cardsqty 8
Spare batteriesqty 8
Battery chargersqty 6
Reflectorsqty 4
Backdrop clothsqty 3
Remote controlsqty 3

Lighting

LED panel lightsqty 4
Light standsqty 4
Extension cordsqty 6
Power stripsqty 4

Presentation

Laptop
Projector
Projection screen
HDMI cableqty 2
Flip chart
Markersqty 8

Tableware

Coffee cupsqty 24
Glassesqty 24
Platesqty 24
Cutlery setsqty 24
Thermos flasksqty 3

Kitchen

Kettleqty 2
Coffee maker
Coolersqty 2
Serving traysqty 3
Bottle openersqty 2

Decorations

Name card holdersqty 24
Tableclothsqty 6

Cleaning

Waste binsqty 3
Cleaning clothsqty 8

Catering

Groceries
- Coffee - 2 packs
- Black tea - 2 boxes
- Herbal tea - 1 box
- Semi-skimmed milk - 4 liter
- Oat milk - 2 liter
- Sugar - 1 pack
- Sweetener - 1 box
- Spa Blauw - 24 bottles
- Sparkling mineral water - 12 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Apple juice - 4 packs
- Cookies - 4 packs
- Paprika chips - 3 bags
- Plain chips - 3 bags
- Salted crackers - 3 packs
- Cream cheese - 3 tubs
- Hummus - 3 tubs
- Cucumber - 4 pieces
- Cherry tomatoes - 4 trays
- Carrots - 2 bags
- Grapes - 2 kilos
- Bananas - 20 pieces
- Napkins - 2 packs
- Paper towels - 4 rolls
- Trash bags - 1 roll
- Dish soap - 1 bottle
- Sponges - 1 pack
- All-purpose cleaner - 1 bottle
- Disinfectant wipes - 2 packs
- Toilet paper - 12 rolls
- Name stickers - 2 sheets
- Notepads - 24 pieces
- Ballpoint pens - 30 pieces
- Printing paper - 1 pack
- Paper cups - 30 pieces

Tips

Allow one working camera and standard lens per practice station, plus at least one spare battery and memory card for each camera. Charge every battery and erase the cards before setup, rather than discovering a problem during the first exercise.
Count lighting equipment by station: one LED panel light, light stand, reflector, and suitable backdrop for each setup that will run at the same time. Add extension cords and power strips with enough outlets to reach every station without crossing walkways.
Test the presentation chain at least 60 minutes before participants arrive. Check the laptop, projector, projection screen, HDMI cable, flip chart, and markers together; an adapter or missing cable is easy to overlook.
Buy refreshments for the complete session, not only the arrival period. As a starting point, plan 2 cups of coffee or tea and 1–2 glasses of water or soft drink per person, then match cups, glasses, plates, and cutlery to the participant list.
Prepare the reception area before opening the venue: place the reception desk, participant list, name badges, printed practice exercises, and any clothing rack where people can find them immediately. Keep spare badges and markers available for late registrations or changes.

Frequently asked questions

What equipment do I need for a photography workshop?: For each practice station, plan a system camera, standard lens, memory card, spare battery, and tripod where needed. Shared equipment may include LED panel lights, light stands, reflectors, backdrop cloths, remote controls, extension cords, and power strips.
How many cameras do I need for a photography workshop?: Aim for one camera per participant pair if the workshop includes hands-on practice. For 12 participants, that means 6 cameras, plus at least 2 spare batteries and 1 extra memory card per camera.
How much coffee and water should I buy for a photography workshop?: For a session of up to 4 hours, plan around 2 hot drinks and 1–2 cold drinks per person. Buy a small buffer of about 10% and provide matching cups, glasses, plates, and cutlery.
When should I test the projector and lighting equipment?: Test both setups at least 60 minutes before participants arrive, with the laptop, HDMI cable, projector, screen, LED panels, and power connections in their final positions. Charge batteries and check memory cards before the venue opens.

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