What you need for a podcast workshop

A podcast workshop needs more than microphones and laptops. You also need enough headphones for simultaneous listening, spare cables and memory cards, plus a simple setup for registration, teaching and breaks. Use the participant count to work out quantities: provide one laptop, microphone and headphone set per working pair or participant, depending on your format. Buy or collect consumables at least two days before the workshop, then charge and test all recording equipment the day before.

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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
- Still mineral water - 8 bottles
- Sparkling mineral water - 6 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Coffee - 2 packs
- Black tea - 1 box
- Herbal tea - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 4 liters
- Sugar - 1 kilo
- Mints - 1 box
- Bread - 8 loaves
- Gluten-free bread - 2 loaves
- Butter - 500 grams
- Young cheese - 2 kilos
- Back ham - 1.5 kilos
- Hummus - 1 kilo
- Vegan vegetable spread - 1 kilo
- Iceberg lettuce - 6 heads
- Tomatoes - 3 kilos
- Cucumbers - 3 pieces
- Bell peppers - 2 kilos
- Apples - 30 pieces
- Bananas - 30 pieces
- Grapes - 3 kilos
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Whole grain cookies - 4 packs
- Rice cakes - 3 packs
- Mayonnaise - 1 bottle
- Mustard - 1 jar
- Ketchup - 1 bottle
- Paper napkins - 100 pieces
- Paper towels - 4 rolls
- Toilet paper - 12 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 6 pieces
- Hand soap - 2 bottles

Tips

Plan one complete recording setup per working group: laptop, USB microphone, microphone stand, headphones and the required cables. Add at least one spare USB cable and a spare memory card so one faulty item does not stop the exercise.
Check connections before buying adapters. Match the laptops, projector and recorders to the available HDMI, USB and XLR cables, and bring power strips and extension cords long enough to reach every table without creating loose cables across walkways.
Provide one name badge for every participant, teacher and supervisor, plus a small number of extras. Prepare them before the day rather than writing names during registration.
For a half-day workshop, allow at least one drinking glass per person and keep water jugs available throughout. If you serve coffee, provide one mug per person and enough plates and cutlery for the food you are serving.
Buy food only after dietary requirements have been collected and confirmed. Finish the shopping at least two days ahead, while keeping bread and other perishable items for the final day when possible.

Frequently asked questions

What equipment do I need for a podcast workshop?: You need laptops, USB microphones, microphone stands, headphones, audio recorders, memory cards and the matching USB, XLR and HDMI cables. Plan one complete audio setup for each working group, then add at least one spare cable and memory card.
How many microphones do I need for a podcast workshop?: Use one USB microphone and one stand per working group if participants record in pairs or small teams. For individual recording, prepare one microphone and stand per participant, plus one spare microphone if available.
How much catering should I buy for a podcast workshop?: Provide at least one glass and one mug per person, along with enough plates and cutlery for the planned food. Buy quantities only after collecting dietary requirements, and complete the main shopping at least two days before the workshop.
When should I prepare the podcast workshop equipment?: Charge laptops, recorders and other battery-powered equipment the day before. Connect and test every microphone, recorder, headphone and presentation cable before participants arrive, with a final audio check on the same day.

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