Pottery workshop checklist

A pottery workshop needs more than a teacher, clay and a few tables. You need to coordinate the venue, potter, assistants, registrations, materials, equipment and kiln access before participants arrive. This checklist puts the work in a practical order, from booking the space and confirming the group to setting up wheels, glazing and safety instructions. It also covers the small details that are easy to leave until the last minute, such as portioning clay, labelling projects and preparing the information table.

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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 workshop venue
Book the potter and assistants
Send invitations
Process registrations
Collect dietary requirements
Check participant list
Send out the workshop program
Order clay and glaze
Check the shopping list
Do the shopping
2 people
Divide the clay into portions
2 people
Check glazes
Prepare worksheets
2 people
Set up tables
3 people
Set up chairs
2 people
Install pottery wheels
2 people
Lay out tools
2 people
Set out clay and work boards
2 people
Set up the glazing station
2 people
Prepare coffee and tea
Set up the buffet and drinks
2 people
Set up information table

Event

Receive participants
2 people
Register attendance
Give safety instructions
Distribute clay
2 people
Demonstrate pottery techniques
Guide participants
3 people
Check projects
2 people
Refill drinks
Serve the buffet
2 people
Let creations dry
2 people
Demonstrate glazing technique
Glaze the pieces
3 people
Label the projects
2 people
Explain pickup arrangements
See participants off
2 people

Aftercare

Take pieces to the drying rack
2 people
Wash tools
2 people
Clean tables and floor
3 people
Collect waste
Put furniture back
3 people
Store the glaze and clay safely
Fire the pieces for the first time
Glaze and fire the pieces
Pack up exhibits
2 people
Inform participants about pickup
Return rented materials
2 people

What to bring

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

Furniture

Work tablesqty 6
Chairsqty 24
Information desk
Stoolsqty 4

Equipment

Pottery wheelsqty 4
Electric ceramic kiln
Coffee maker
Kettleqty 2
Coolersqty 2

Kitchen

Clay boardsqty 24
Pottery apronsqty 24
Turntablesqty 12
Clay rollersqty 12
Clotheslinesqty 24
Modeling ribsqty 24
Wooden modeling toolsqty 24
Needle toolsqty 12
Spongesqty 36
Rulersqty 12
Measuring cupsqty 8
Mixing bowlsqty 12
Buckets of waterqty 12
Spray bottlesqty 8
Brushesqty 36
Glaze jarsqty 12
Drying racksqty 4
Plastic work coversqty 6
Project labelsqty 30

Tableware

Reusable cupsqty 30
Reusable platesqty 30
Reusable cutleryqty 30
Serving traysqty 6

Cleaning

Waste binsqty 4
Vacuum cleaner
Mopsqty 3
Bucketsqty 4
Dustpan and brushqty 2

Safety

Dust masksqty 30
Nitrile glovesqty 100

Catering

Thermos flasksqty 4
Water jugsqty 4
Groceries

Tips

Confirm the pottery wheels, kiln and drying racks before sending invitations. A venue may have tables and chairs but no suitable power supply or firing equipment.
Divide the clay into portions before the workshop starts, and prepare one work board and apron for each participant. This keeps the first session from getting stuck on setup.
Send the programme and practical information at least 3 days before the workshop. Include arrival time, clothing advice, the expected finish time and any dietary requirements you collected.
Set up the glazing station separately from the throwing and modelling tables. Keep glaze jars, brushes, water buckets and spray bottles together so participants do not cross wet clay through the room.
Label every participant’s work before it goes onto a drying rack. Use project labels and record the firing or collection arrangement; otherwise finished pieces can be difficult to identify later.

Frequently asked questions

How far in advance should I book a pottery workshop venue?: Book the venue at least 6 to 8 weeks ahead, especially if you need pottery wheels, a kiln and tables on the same day. Confirm power access, ventilation, cleaning arrangements and storage for drying work before paying a deposit.
How much clay do I need per person for a pottery workshop?: Allow roughly 2 to 3 kg of clay per participant for a standard workshop, depending on the project and whether failed attempts are expected. Order extra clay rather than waiting until registrations are final, and divide it into workable portions before setup.
When should I send pottery workshop invitations and the programme?: Send invitations 3 to 6 weeks before the workshop and close registrations early enough to order materials. Send the final programme and arrival information at least 3 days before the event.
What should participants bring to a pottery workshop?: Tell participants to wear clothes and shoes that can get dirty, and to bring an apron only if you are not providing pottery aprons. Send this information at least 3 days in advance so nobody arrives in clothing that cannot handle clay and glaze.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.