Poetry Workshop Checklist

A poetry workshop runs smoothly when the creative work is ready before participants arrive. Confirm the venue, instructor, speakers, timetable, registrations, and access first; then prepare exercises, handouts, name badges, workstations, and refreshments. Build in time to test the laptop, projector, microphone, and speaker rather than discovering a missing cable at the start. This checklist follows the practical order of work, from initial planning to receiving participants.

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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
Create workshop schedule
Confirm instructor and speakers
Send invitations
Process registrations
Collect dietary requirements
Update participant list
Send program to attendees
Check reservation and access
Check the shopping list
Create worksheets and writing exercises
Set up presentation and music
Do the shopping
2 people
Store non-perishable catering supplies
Keep fresh produce cool
Print handouts
Prepare name badges
Set up tables and chairs
3 people
Set up workstations
2 people
Lay out craft materials
2 people
Test projector and laptop
2 people
Test sound level and microphone
2 people
Prepare coffee and tea
2 people
Set out the buffet and tableware
2 people

Event

Receive participants
2 people
Register attendance
Explain the program and arrangements
Lead the introduction round
Lead a writing exercise
Refill coffee and tea
Serve break snacks
2 people
Lead the feedback round
Demonstrate poetry techniques
Set up the evening meal
2 people
Serve dinner
2 people
Refill drinks
Supervise the open stage
2 people
Guide the closing presentations
Thank participants and see them off
2 people

Aftercare

Collect tableware
2 people
Wash dishes
2 people
Put the tables and chairs back
3 people
Gather and pack materials
2 people
Collect and remove waste
2 people
Clean the room
2 people
Switch off and store equipment
Return borrowed materials
Clear away leftover catering

What to bring

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

Furniture

Tablesqty 8
Chairsqty 36
Buffet table
Coat rack

Equipment

Laptop
Projector
Projection screen
Portable speaker
Microphone
Extension cordsqty 3

Office supplies

Notepadsqty 36
Ballpoint pensqty 40
Pencilsqty 40
Erasersqty 20
Markersqty 12
Flip chart padqty 2
Markersqty 2
Printer paperqty 2
Name badgesqty 40
Sticky notesqty 6
Paper paperclips

Tableware

Reusable mugsqty 40
Drinking glassesqty 40
Platesqty 40
Cutlery setsqty 40
Serving traysqty 4

Kitchen

Coffee makerqty 2
Kettleqty 2
Thermos flasksqty 4
Coolersqty 2
Cutting boardsqty 3
Bread knivesqty 2
Serving tongsqty 4

Decorations

Tableclothsqty 8
Candleless table lanternsqty 6
Welcome sign
Directional signsqty 6

Cleaning

Waste binsqty 4
Bucketsqty 2
Mopsqty 2
Broom and dustpan
Spongesqty 4

Catering

Groceries

Tips

Confirm the date, room access, instructor, and speakers before sending invitations. Aim to have these details settled at least 3–4 weeks before the workshop so registrations and dietary information can be processed in time.
Create a timed schedule that includes writing exercises, discussion, breaks, and transitions. Send the final programme to attendees 3–5 days before the workshop, not after the room has been set up.
Prepare one worksheet or writing exercise per planned activity, plus printed handouts and name badges. Print everything at least 1 day ahead and keep a few spare copies available for late registrations.
Test the laptop, projector, screen, microphone, portable speaker, and extension cords in the actual room. Do this 2–3 hours before arrival, because equipment that works elsewhere may not connect or project correctly in the workshop space.
Set up tables, chairs, workstations, craft materials, coffee, tea, and the buffet before participants arrive. Keep fresh produce cool and store non-perishable catering supplies separately so the refreshment area is ready without taking over the writing space.

Frequently asked questions

How far in advance should I organize a poetry workshop?: Confirm the date, venue, instructor, and speakers 3–4 weeks in advance. Send invitations once those details are fixed, then close or review registrations several days before the workshop so you can update materials and seating.
What should I prepare for a poetry workshop?: Prepare the schedule, writing exercises, worksheets, handouts, name badges, tables, chairs, and workstations. For a presentation-based session, also prepare the laptop, projector, screen, microphone, speaker, extension cords, flip chart, markers, pens, notepads, and sticky notes.
When should I test the projector and microphone?: Test the projector, laptop, sound level, microphone, and speaker 2–3 hours before participants arrive. Allow extra time to replace or reposition extension cords and to check that the presentation is visible from every workstation.
How do I prepare refreshments for a poetry workshop?: Prepare coffee and tea shortly before the start, and set out reusable mugs, drinking glasses, plates, cutlery, and serving trays with the buffet. Keep fresh produce cool until needed and complete the refreshment setup at least 30 minutes before reception.

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