Print workshop checklist: what to arrange and when

A print workshop needs more preparation than a table of materials. You need a confirmed workspace, a workable schedule, tested presses and rollers, and enough time for prints to dry before participants pack them. This checklist covers the order of preparation, from registrations and dietary requirements to workstation setup, safety instructions and refreshments. Use it to keep the workshop moving without searching for missing tools or interrupting demonstrations.

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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 workspace
Finalize workshop schedule
2 people
Confirm instructor and assistants
Send invitations
2 people
Process registrations
Collect dietary requirements
Send participant information
Check materials and equipment
2 people
Check the shopping list
Do the shopping
2 people
Sort workshop materials
2 people
Prepare name badges
Set up tables and chairs
3 people
Set up workstations
3 people
Test printing presses and rollers
2 people
Place protective film on tables
2 people
Distribute paper and tools
2 people
Prepare coffee and tea
2 people
Set up catering
2 people

Event

Receive participants
3 people
Give safety instructions
Demonstrate printing techniques
Guide the designs
4 people
Serve break drinks
2 people
Give instructions for carving gouges
Guide the descent
4 people
Distribute ink across workstations
2 people
Guide first prints
4 people
Serve the buffet and drinks
3 people
Refill drinks
2 people
Guide the second prints
4 people
Let the prints dry
2 people
Present projects
2 people
Pack up exhibits
2 people
Check out participants
2 people

Aftercare

Chill leftover food
2 people
Clean tools
3 people
Clean printing presses
2 people
Wash dishes
2 people
Clean work area
3 people
Put tables and chairs back
3 people
Collect and take away waste
2 people
Inventory materials
2 people
Return borrowed materials
2 people
Share work photos with participants

What to bring

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

Furniture

Work tablesqty 8
Chairsqty 30
Presentation table
Drying racksqty 6

Workshop materials

Hand pressesqty 4
Linoleum blocksqty 30
Carving gouges setsqty 30
Ink rollersqty 30
Ink traysqty 30
Black printing inkqty 6
Printing ink colorqty 12
A4 printing paperqty 500
A3 paperqty 250
Sketchbooksqty 30
Pencilsqty 40
Erasersqty 30
Ruler setsqty 15
Cutting matsqty 30
Apronsqty 30
Nitrile glovesqty 4
Paper drying sheetsqty 500
Packing envelopesqty 30
Name badgesqty 35
Adhesive tapeqty 6
Painter's tapeqty 8

Tableware

Reusable cupsqty 40
Reusable platesqty 35
Cutlery setsqty 35
Serving plattersqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Cutting boardsqty 3
Bread knivesqty 3

Cleaning

Cleaning bucketsqty 3
Microfiber clothsqty 12
Dish brushesqty 4

Catering

Groceries

Tips

Set the schedule around the slowest stages: allow time for sketching, carving, inking, printing and drying. Build in a break rather than trying to fit refreshments between demonstrations.
Test every hand press, roller and ink tray before participants arrive. A short test run catches uneven pressure, damaged rollers or missing parts while there is still time to fix them.
Prepare one workstation per participant or pair, with a cutting mat, sketchbook, pencils, ruler, carving gouges and protective equipment already placed. Participants should not queue for basic tools.
Cover the work tables with protective film and use painter’s tape or adhesive tape to keep it flat. Set drying racks and paper drying sheets before the first print is made, not after the table is full.
Send participant information before the workshop with the start time, workspace details, clothing guidance and what to expect from the carving and printing process. Confirm dietary requirements before buying coffee-break supplies.

Frequently asked questions

How long should a print workshop last?: Allow at least 3 to 4 hours for a beginner workshop that includes design, carving and printing. Add extra time if participants make more than one design or if prints need to dry before packing.
How many tools do I need per print workshop participant?: Plan one complete workstation per participant, or one for every two people if the group is intentionally sharing equipment. Each shared station should have its own cutting mat, gouge set, roller, ink tray and ruler.
When should I test the printing presses and rollers?: Test them at least one day before the workshop, then check the setup again 30 to 60 minutes before participants arrive. This leaves time to replace faulty equipment and adjust the tables.
When should I send information to print workshop participants?: Send the practical participant information 3 to 7 days before the workshop. Ask for dietary requirements at the same time, so refreshments can be arranged before the shopping is done.

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