Podcast workshop checklist: what to arrange and when

A podcast workshop needs more than a room, a teacher and a few microphones. Participants need a clear programme, working recording equipment, consent forms and enough time to practise before they start recording. This checklist takes you from confirming the date and location through registration, preparation and the final audio check. Use it to catch the details that are easy to leave until the last day, especially charged equipment, compatible cables, memory cards and access to the venue.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Confirm date and location
Develop the workshop program
2 people
Confirm teacher and supervisors
Reserve equipment
Send invitations
Open the registration form
Process registrations
Collect dietary requirements
Confirm participants
Send reminder to participants
Finalize teaching materials
2 people
Prepare recording formats
Print consent forms
Make name badges
Do the shopping
2 people
Charge equipment
Check recording equipment
2 people
Check the venue and access

Event

Open venue
2 people
Set up tables and chairs
3 people
Set up registration desk
Connect presentation screen
Connect microphones and recorders
2 people
Distribute headsets
Perform audio and recording check
2 people
Set out coffee and tea
2 people
Receive participants
2 people
Register attendance
2 people
Hand out name badges
Welcome and explain the program
Play podcast samples
Demonstrate interview techniques
Divide recording groups
2 people
Supervise the filming
4 people
Serve coffee break
2 people
Refill drinks
Review audio clips
2 people
Explain editing and publishing
Serve bread meal
3 people
Moderate the Q&A
Oversee final recordings
3 people
Copy files securely
2 people
Check out participants
2 people
Switch off equipment
2 people
Collect tableware
2 people
Collect waste
2 people

Aftercare

Clean up the space
3 people
Wash dishes
2 people
Clean the venue
2 people
Dry and store equipment
2 people
Return rented equipment
Send recordings to participants
Send thank-you message

What to bring

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

Furniture

Workshop tablesqty 6
Chairsqty 32
Registration desk
Coat rack
Waste binsqty 4

Equipment

Laptopsqty 8
USB microphonesqty 8
Microphone standsqty 8
Headphonesqty 16
Audio recordersqty 4
XLR cablesqty 8
USB cablesqty 8
Memory cardsqty 8
Projector
Projection screen
HDMI cablesqty 2
Power stripsqty 8
Extension cordsqty 6
Laptop bagsqty 8

Tableware

Drinking glassesqty 40
Coffee mugsqty 20
Platesqty 40
Cutlery setsqty 40
Water jugsqty 4
Serving plattersqty 6

Kitchen

Coffee makerqty 2
Kettlesqty 2
Cutting boardsqty 3
Bread knivesqty 3

Decorations

Name badgesqty 35
Flip chart
Markersqty 12
Notebooksqty 35
Ballpoint pensqty 40
Printer paperqty 100
Consent formsqty 35
Masking tapeqty 4

Catering

Groceries

Tips

Set the programme before opening registration. Include time for introductions, recording formats, microphone practice and a final playback or review so participants know what the workshop involves.
Confirm the teacher, supervisors and participant numbers before assigning equipment. You need enough laptops, USB microphones, headphones and recorders for the planned groups, plus a clear plan for sharing anything that is limited.
Send the reminder after registrations are confirmed, not just the original invitation. Include the start time, venue access instructions, any dietary information you still need and a reminder that consent forms will be used for recording.
Prepare consent forms, name badges and teaching materials before the setup day. Print the forms early enough to fix missing details, and place badges at the registration desk so arrivals do not interrupt the opening session.
Charge every laptop, recorder and other battery-powered device the day before, then test the complete audio chain on site. Check microphones, stands, XLR and USB cables, memory cards, headphones, presentation connections and power strips before participants arrive.

Frequently asked questions

How far in advance should I organise a podcast workshop?: Confirm the date, location, teacher and supervisors at least 4–6 weeks ahead. Open registration only after the programme and equipment requirements are clear, then use the final week for participant confirmations and material checks.
What equipment do I need for a podcast workshop?: Plan for laptops, USB microphones, microphone stands, headphones and audio recorders, with compatible XLR or USB cables and memory cards. Add a projector and screen if the programme includes demonstrations, and check the equipment as a complete setup rather than item by item.
When should I send the podcast workshop reminder?: Send a practical reminder 3–5 days before the workshop, after registrations and dietary requirements have been processed. Include arrival details, access information, the timetable and anything participants must bring or complete, including consent forms.
How early should I arrive to set up a podcast workshop?: Allow at least 90 minutes before participants arrive for tables, chairs, the registration desk and presentation equipment. Reserve the final 20–30 minutes for connecting microphones and recorders and completing an audio and recording check.

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