Programming workshop checklist

A programming workshop runs smoothly when teaching, technology, and room logistics are planned together. Set the level before preparing exercises, confirm instructors early, and test every laptop, charger, adapter, and software setup before participants arrive. Allow time for registration, dietary requirements, handouts, and a clear explanation of the schedule and safety rules. This checklist takes you from choosing the date and room to opening the doors and teaching the first programming concepts.

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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

Set the date and program
2 people
Reserve a room
Arrange teachers and supervisors
2 people
Determine workshop level
2 people
Prepare teaching materials
2 people
Test exercises and examples
2 people
Send invitations
Process registrations
Collect dietary requirements
Send participant information
Reserve equipment and adapters
Check the shopping list
Do the shopping
2 people
Test laptops and software
2 people
Print handouts
Chill the groceries

Event

Open room
2 people
Set up tables and chairs
3 people
Set out laptops and chargers
2 people
Connect the projector and screen
2 people
Test Wi-Fi and network
2 people
Set up registration desk
Receive participants
2 people
Explain the schedule and safety rules
Explain basic programming concepts
Assist with the first rehearsal
3 people
Serve break drinks
2 people
Refill drinks
Guide the second rehearsal
3 people
Explain the project assignment
Manage projects
4 people
Serve dinner
3 people
Support project presentations
2 people
Handle the Q&A session and closing
2 people

Aftercare

Power down laptops and equipment
2 people
Store leftovers safely
2 people
Wash dishes
2 people
Clean up the space
3 people
Put tables and chairs back
3 people
Clean the room
2 people
Return borrowed equipment
Send a thank-you gift to participants

What to bring

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

Furniture

Work tablesqty 6
Chairsqty 24
Registration desk
Teacher's table

Equipment

Laptopsqty 20
Laptop chargersqty 20
Projector
Projection screen
HDMI cablesqty 3
Extension cordsqty 6
Power stripsqty 8
Wi-Fi router
USB sticksqty 24
Computer miceqty 20

Education

Worksheetsqty 24
Notepadsqty 24
Ballpoint pensqty 30
Pencilsqty 24
Erasersqty 24
Flip chart
Flipchart markersqty 6
Name stickersqty 30

Tableware

Reusable cupsqty 30
Platesqty 30
Cutlery setsqty 30
Serving spoonsqty 4
Coffee potsqty 2
Water jugsqty 3

Catering

Groceries

Cleaning

Waste binsqty 4
Cleaning spongesqty 6
Cleaning clothsqty 10
Floor squeegee
Broom
Dustpan and brushqty 2
Hand soapqty 3

Lighting

Desk lampsqty 6

Tips

Set the workshop level before writing exercises or sending invitations. A beginner session needs different examples, software instructions, and support than an advanced session.
Test the complete technical setup at least one day beforehand: laptops, chargers, software, projector, HDMI cables, power strips, and Wi-Fi. Do not rely on equipment working just because it powered on previously.
Plan the room around the teaching flow. Leave space for a registration desk, keep the teacher’s table near the projector, and place laptops so every participant can see the screen and reach a power outlet.
Send participant information no later than 3 days before the workshop. Include the start time, room details, what participants should bring, the programme, and any software or account requirements.
Finish food and drink planning after registrations close, ideally 2–3 days before the workshop. Check dietary requirements, chill groceries in advance, and place water, coffee, cups, and waste bins where they can be reached without interrupting the lesson.

Frequently asked questions

How far in advance should I plan a programming workshop?: Set the date, programme, room, and instructors at least 4–6 weeks ahead. This leaves time to determine the workshop level, prepare and test exercises, process registrations, and arrange equipment.
How many laptops do I need for a programming workshop?: Plan one working laptop per participant, plus at least 1 spare laptop for a workshop of up to 20 people. Provide a charger for every laptop and test the required software and network connection before the event.
When should I send programming workshop participant information?: Send it at least 3 days before the workshop, once registrations and dietary requirements are checked. Include the schedule, arrival instructions, software details, and any safety rules participants need to know.
How early should I arrive to set up a programming workshop?: Arrive at least 90 minutes before participants. Use that time to arrange tables and chairs, set out laptops and chargers, connect and test the projector, check Wi-Fi, prepare registration, and put out handouts.

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