What you need for a photography workshop

A photography workshop needs more than cameras and lenses. Plan equipment for the number of participants, plus backup batteries, formatted memory cards, power access and printed materials. You will also need practical items for registration, seating, catering and presenting the programme. This list helps you buy or bring the essentials before the workshop starts, so the teaching team is not searching for cables, chargers or serving equipment at the last minute.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 30
Registration desk
Coat racksqty 2

Equipment

System camerasqty 12
Standard lensesqty 12
Portrait lensesqty 6
Tripod setsqty 12
Flashesqty 6
Reflectorsqty 6
Light standsqty 6
LED lightsqty 4
Memory cardsqty 16
Spare batteriesqty 24
Battery chargersqty 12
Laptop
Projector
Projection screen
Portable speakersqty 2
HDMI cablesqty 2
Extension cordsqty 6
Power stripsqty 6
Backdrop clothsqty 2

Tableware

Reusable cupsqty 40
Platesqty 35
Cutlery setsqty 35
Coffee cupsqty 30

Kitchen

Coffee makerqty 2
Water jugsqty 4
Serving plattersqty 6
Cutting boardsqty 3
Chef's knifeqty 3
Measuring cupsqty 2

Materials

Name badgesqty 35
Printed handoutsqty 35
Assignment cardsqty 35
Pensqty 35
Notepadsqty 35
Whiteboard
Whiteboard markersqty 6
Gaffer tapeqty 4

Cleaning

Waste binsqty 4
Microfiber clothsqty 8
Dish brushesqty 3

Lighting

Flashlightsqty 4

Catering

Groceries
- Coffee - 2 packs
- Black tea - 2 boxes
- Herbal tea - 1 box
- Semi-skimmed milk - 4 liter
- Oat milk - 3 liters
- Sugar - 1 kilo
- Mints - 1 box
- Still water - 36 bottles
- Sparkling water - 12 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Wraps - 40 pieces
- Gluten-free wraps - 8 pieces
- Hummus - 6 tubs
- Chicken breast slices - 1.5 kilos
- Young cheese - 1,5 kilo
- Vegan slices - 500 grams
- Herb cream cheese - 6 tubs
- Arugula - 6 bags
- Lettuce - 6 heads
- Tomatoes - 3 kilos
- Cucumbers - 6 pieces
- Bell peppers - 12 pieces
- Red onions - 6 pieces
- Pasta - 3 kilos
- Gluten-free pasta - 500 grams
- Tomato sauce - 8 jars
- Vegetable stock - 2 boxes
- Olive oil - 1 liter
- Italian herbs - 1 jar
- Salt - 1 pack
- Black pepper - 1 jar
- Parmesan cheese - 500 grams
- Vegan grated cheese - 500 grams
- Mixed salad - 2 kilos
- Salad dressing - 3 bottles
- Apples - 30 pieces
- Bananas - 30 pieces
- Grapes - 3 kilos
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Rice cakes - 4 packs
- Muesli bars - 40 pieces
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Dish soap - 2 bottles
- Hand soap - 3 bottles
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Cleaning spray - 2 bottles
- Paper napkins - 4 packs

Tips

Plan one working camera setup per participant or workstation, and keep spare batteries, chargers and memory cards available. Charge every battery fully and format the cards before the workshop begins.
For a portrait or lighting exercise, prepare the complete setup rather than individual pieces: portrait lenses, tripods, flashes, reflectors, light stands, LED lights and backdrop cloths.
Check the teaching room’s power points before shopping. Bring extension cords and power strips for chargers, laptops, projectors and lights, and test the HDMI connection before participants arrive.
Print handouts, participant lists and name badges before the day itself. Prepare one materials bundle per workstation so assignments and instructions can be distributed without interrupting the session.
Buy or bring catering and serving items for the confirmed participant count, including reusable cups, plates, cutlery, coffee cups, water jugs and serving platters. Add a small buffer instead of relying on last-minute shopping.

Frequently asked questions

What equipment do I need for a photography workshop?: Plan system cameras, suitable lenses, memory cards and spare batteries for each participant or workstation. For practical exercises, add tripods, flashes, reflectors, light stands, LED lights and backdrop cloths as required by the programme.
How many spare batteries and memory cards should I bring?: Bring at least one fully charged spare battery per camera and one formatted memory card per participant, plus a few additional spares for equipment failure. Keep chargers available throughout the workshop.
What should I buy for photography workshop catering?: Match reusable cups, plates, cutlery sets and coffee cups to the confirmed participant count, then add 10% extra where possible. Prepare water jugs and serving platters before participants arrive, and check dietary requirements before buying food.
When should I prepare the workshop equipment and handouts?: Inventory and test the equipment at least 2 days before the workshop. Charge batteries, format memory cards, test the projector and HDMI cable, and print handouts and name badges no later than the day before.

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