Poetry workshop checklist: what to arrange and when

A poetry workshop needs more than a facilitator and a few writing prompts. You need time to manage registrations, collect dietary requirements, prepare exercises and handouts, and arrange a room where people can write comfortably. This checklist takes you from booking the venue to setting up the registration and coffee stations. It also covers the details that are easy to leave until the last minute, such as access checks, name badges, printed worksheets and chilled drinks.

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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

Reserve venue
Create a registration form
Send invitations
Process registrations
Collect dietary requirements
Confirm workshop leader
Develop the program
Select writing exercises
Send practical information
Compile worksheets
2 people
Print handouts
Prepare name badges
Create participant list
Do the shopping
2 people
Collect materials
2 people
Check the venue and access
Pack up materials
2 people
Wash fruits and vegetables
2 people
Prepare sandwiches and toppings
3 people
Chill drinks
Set up tables
3 people
Set out chairs
3 people
Set up writing tables
2 people
Set up the registration table
Set up the coffee and tea station
2 people
Test projector and laptop

Event

Receive participants
2 people
Explain the program
Guide writing exercises
2 people
Serve coffee and tea
2 people
Refill drinks
Discuss poems
2 people
Set up the buffet
3 people
Serve the buffet
3 people
Support the evening program
2 people
Supervise the open stage
2 people
Wrap up workshop

Aftercare

Pack leftover food
2 people
Collect waste
2 people
Wash dishes
2 people
Clean the room
3 people
Put furniture back
3 people
Pack up materials
2 people
Return borrowed items
Send thank-you message

What to bring

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

Furniture

Tablesqty 8
Chairsqty 32
Registration desk
Tableclothsqty 8

Equipment

Laptop
Projector
Projection screen
Portable speaker
Extension cordsqty 2
Power stripsqty 4

Tableware

Reusable drinking glassesqty 40
Coffee cupsqty 35
Platesqty 40
Cutlery setsqty 40
Serving plattersqty 8
Pitcherqty 4

Kitchen

Coffee makerqty 2
Kettlesqty 2
Coolersqty 2
Cutting boardsqty 3
Bread knivesqty 3
Serving spoonsqty 6

Office

Notebooksqty 35
Ballpoint pensqty 45
Pencilsqty 40
Eraserqty 35
Flip chart padqty 2
Flipchart markersqty 2
Sticky notesqty 12
Name badge holdersqty 35
Bindersqty 4
Scissorsqty 6
Rolls of tapeqty 4
Staplersqty 2
Paper clipsqty 2

Cleaning

Waste binsqty 4
Bucketsqty 2
Cleaning clothsqty 8
Dish brushesqty 2

Catering

Groceries

Tips

Confirm the workshop leader and program before sending practical information, so participants receive one accurate schedule rather than several updates. Allow at least 7 days for final changes.
Close or review registrations early enough to create a participant list, prepare name badges and print the correct number of handouts. Print a few extra copies for late additions or damaged pages.
Plan the room around writing, not just seating. Set out tables and chairs with enough space to move between the writing tables, registration desk and coffee and tea station.
Check the venue, access route, power points and equipment before the workshop day. Test the laptop, projector, screen and portable speaker together, and pack extension cords and power strips.
Prepare refreshments before participants arrive: wash fruit and vegetables, make sandwiches and toppings, and chill drinks in advance. Set out reusable glasses, coffee cups, plates and cutlery where they are easy to reach without interrupting the workshop.

Frequently asked questions

How far in advance should I organise a poetry workshop?: Book the venue and confirm the workshop leader at least 4 to 6 weeks ahead. Open registration early enough to review numbers, dietary requirements and materials before the final week.
How many handouts should I print for a poetry workshop?: Print one complete set per registered participant, plus 2 to 3 extra sets. Prepare the worksheets after the program and writing exercises are final, ideally 3 to 5 days before the workshop.
What should I check at the venue before a poetry workshop?: Check access, room layout, seating, writing tables, power points and equipment at least 2 days before the event. Confirm that the projector, screen, speaker and extension cords work in the positions you plan to use.
When should I prepare food and drinks for a poetry workshop?: Wash fruit and vegetables and prepare sandwiches on the day of the workshop, allowing 60 to 90 minutes before guests arrive. Chill drinks beforehand and set up the coffee and tea station before registration opens.

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