Practical workshop day checklist

A practical workshop day runs smoothly when the planning is finished before participants arrive. Start with the schedule, venue and teachers, then manage registrations, dietary requirements and workshop materials. In the final days, check the presentation, test every cable and prepare handouts. On the day itself, allow time to open the room, arrange tables and chairs, set up registration, prepare refreshments and welcome participants without rushing.

Organize this event for free with Lizzt

The plan, step by step

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

Preparations

Finalize workshop schedule
2 people
Reserve venue
Confirm teachers
Send invitations
2 people
Process registrations
Collect dietary requirements
Update participant list
Order workshop materials
Prepare handouts
2 people
Develop workshop formats
2 people
Check the presentation
2 people
Test the equipment
2 people
Do the shopping
2 people
Sort materials
2 people
Open room
2 people
Set up tables
3 people
Set out chairs
3 people
Set up registration desk
2 people
Connect the technical equipment
2 people
Set up the presentation
Distribute work materials
3 people
Make coffee and tea
2 people
Chill drinks
Prepare the lunch buffet
3 people

Event

Receive participants
2 people
Register attendance
2 people
Hand out name badges
Open the workshop
Explain the program
Facilitate first workshop session
2 people
Supervise the coffee break
2 people
Refill drinks
Lead the second activity
2 people
Serve lunch buffet
3 people
Clear tables
2 people
Facilitate the third activity format
2 people
Set out drinks for the break
Lead the break
2 people
Supervise the final task
2 people
Have results presented
2 people
Wrap up workshop
See participants off
2 people

Aftercare

Collect materials
3 people
Wash dishes
2 people
Clean up the space
4 people
Collect waste
2 people
Clean the room
2 people
Switch off the equipment
Put furniture back
3 people
Return borrowed items
Archive Participant Materials
Send thank-you message

What to bring

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

Furniture

Tablesqty 6
Chairsqty 35
Registration desk
Coat rack

Equipment

Laptop
Projector
Projection screen
Presentation clicker
HDMI cableqty 2
HDMI adapterqty 2
Extension cordqty 4
Power stripqty 4
Wireless timerqty 2

Workshop materials

Flip chart standqty 2
Flipchart padsqty 4
Whiteboard
Whiteboard erasersqty 2
Markersqty 8
Sticky notesqty 12
Index cardsqty 150
Scissorsqty 6
Glue sticksqty 6
Masking tapeqty 4
Notebooksqty 35
Ballpoint pensqty 40
Handoutsqty 35
Name badgesqty 35
Name markersqty 6

Tableware

Mugsqty 40
Drinking glassesqty 40
Platesqty 40
Cutlery setsqty 40
Serving traysqty 6
Water jugsqty 4
Thermos flasksqty 4

Decorations

Directional signsqty 6
Table numbersqty 6

Cleaning

Waste binsqty 4
Broom
Dustpan and brushqty 2
Mop and bucket

Catering

Groceries

Tips

Finalize the schedule before sending invitations, then leave enough time to process registrations and update the participant list as responses come in. Collect dietary requirements before ordering lunch.
Confirm teachers and workshop formats early. Prepare handouts and sort materials such as markers, sticky notes, index cards, scissors and glue sticks by session rather than leaving everything in one shared box.
Test the laptop, projector, projection screen, clicker and presentation at the venue before the workshop day. Check the HDMI cable, adapter, extension cord and power strip together so a missing connection does not delay the start.
Set up the registration desk near the entrance with the participant list, name badges and name markers. Arrange the coat rack, tables and chairs before participants arrive, allowing at least 45 minutes for room setup.
Prepare coffee, tea, chilled drinks and the lunch buffet before the first session ends. Put out mugs and drinking glasses in advance, and keep extra workshop materials within reach of each table.

Frequently asked questions

How far in advance should I organize a practical workshop day?: Reserve the venue and confirm teachers at least 6 to 8 weeks ahead. Send invitations early enough to close registrations 7 to 10 days before the workshop, giving you time to order materials and finalize catering.
How many chairs and tables do I need for a practical workshop?: Plan one chair per registered participant plus 2 to 4 spare chairs. The number of tables depends on the workshop format, but allow enough surface for notebooks, handouts and materials without making group work cramped.
When should I test the equipment for a workshop day?: Test the laptop, projector, screen, clicker and presentation at the venue 1 to 3 days beforehand. Repeat a quick connection check when you set up on the day, including the HDMI adapter, extension cord and power strip.
When should I prepare workshop materials and handouts?: Finish handouts and sort the materials 2 to 3 days before the workshop. Count notebooks, pens, name badges, markers, sticky notes and other session materials against the updated participant list, then pack them by table or activity.

Start this plan in Lizzt

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