Programming workshop checklist

A programming workshop runs smoothly when the teaching plan and the room setup are prepared together. Start with the date, venue, registrations, dietary requirements, and participant information, then build and test the exercises in the chosen programming environment. In the final days, check every laptop, charger, software installation, demo, cable, and Wi-Fi password. On the day, number the workstations, set up the projector, and place materials where participants can find them quickly.

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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 the workshop date
Send invitations
Process registrations
Collect dietary requirements
Send participant information
Choose the programming environment
2 people
Create exercises and slides
2 people
Print course materials
Prepare the worksheets digitally
Confirm venue booking
Order catering
Align technical requirements
Check laptop inventory
Install software
2 people
Carry out updates
Test the demos in advance
2 people
Test Wi-Fi and password
Sort prints and name tags
Do the shopping
2 people
Bring materials to the venue
2 people
Set up tables and chairs
3 people
Number the workstations
2 people
Set out laptops and chargers
2 people
Connect power and cables
2 people
Set up projector and screen
2 people
Set out coffee and tea
2 people
Set up the reception table

Event

Register participants
2 people
Hand out the program and worksheets
2 people
Introduce workshop
Give a basic introduction to programming
Guide participants during the exercise
3 people
Serve break drinks
2 people
Demonstrate the follow-up task
Support participants with code
3 people
Set up the dinner buffet
3 people
Serve dinner
3 people
Refill drinks
Guide the final tasks
3 people
Present results
Moderate the Q&A
Check out participants
2 people

Aftercare

Power down laptops and equipment
2 people
Collect materials
2 people
Sort and dispose of waste
2 people
Wash dishes
2 people
Put tables and chairs back
3 people
Clean the venue
2 people
Pack equipment safely
2 people
Return materials
2 people
Return borrowed laptops
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 32
Registration desk

Equipment

Laptopsqty 30
Laptop chargersqty 30
Projector
Projection screen
HDMI cablesqty 3
HDMI adaptersqty 4
Wireless presenter mouse
Wi-Fi router
Extension cordsqty 8
Power stripsqty 10
Cable traysqty 6
USB sticksqty 5
Power banksqty 4
Whiteboardsqty 2
Whiteboard markersqty 12
Whiteboard erasersqty 2

Tableware

Drinking glassesqty 40
Coffee cupsqty 35
Platesqty 40
Cutlery setsqty 40
Serving spoonsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Cutting boardsqty 3
Serving plattersqty 8
Serving tongsqty 6
Water jugsqty 4

Decorations

Name badgesqty 35
Tableclothsqty 8
Directional signsqty 6

Cleaning

Waste binsqty 4
Hand brush and dustpanqty 2

Catering

Groceries

Tips

Choose the programming environment before creating the exercises and slides. Run every demo from start to finish on the same setup participants will use, and allow at least one full test session before the workshop.
Check the laptop inventory against the number of participants several days in advance. Install the required software, carry out updates, and label chargers so a missing or incompatible device is found before arrival.
Test the venue’s Wi-Fi with all planned laptops connected, not just one device. Write the network name and password where participants can see them, and bring a router or power banks if the setup requires backup equipment.
Print course materials and prepare the worksheets digitally before the final setup day. Sort handouts and name badges by workstation or participant so registration does not become a queue at the start.
Set up power before placing laptops on the tables. Use extension cords, power strips, cable trays, and the correct HDMI adapters, then test the projector, screen, presenter mouse, and audio or demo connection once the room is arranged.

Frequently asked questions

How far in advance should I organise a programming workshop?: Confirm the date and venue at least 4–6 weeks ahead if participants need to register. Finish the exercises, software plan, and technical checks no later than 7 days before the workshop.
How many laptops do I need for a programming workshop?: Plan for 1 working laptop per participant, plus at least 1 spare device for a group of up to 20 people. Check chargers, updates, software, and power access for every workstation before the day.
When should I test the programming workshop demos?: Run the complete demos at least 3–5 days before the workshop, using the chosen programming environment and the actual presentation equipment where possible. Repeat the key setup check on the day before participants arrive.
How do I prepare Wi-Fi for a coding workshop?: Test the Wi-Fi with all expected laptops connected at the same time, ideally 1–2 days before the workshop. Put the password in the participant information and display it in the room so setup does not delay the first exercise.

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