Quilt Workshop Checklist

A quilt workshop needs more than fabric and sewing machines. You need enough table space for cutting, reliable power for every machine, prepared work kits and a clear schedule for instruction. Use this checklist to work from the date and venue through registration, materials and room setup. Start early enough to prewash fabrics, test equipment and give participants the information they need before workshop day.

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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 location and date
Reserve work tables
Send invitations
Process registrations
Collect dietary requirements
Create the participant list
Schedule instructors
Select quilt pattern
2 people
Order materials
Send workshop information
Prepare sample quilt
2 people
Print patterns
Assemble work kits
3 people
Make name badges
Test sewing machines
2 people
Check cutting tools
2 people
Set up the presentation
Do the shopping
2 people
Prewash fabrics
2 people
Prepare catering
3 people
Bring materials to the venue
3 people
Set up tables and chairs
3 people
Connect the sewing machines
2 people
Set up cutting stations
3 people
Lay out work packets
2 people
Prepare coffee and tea
2 people
Set up the registration table

Event

Receive participants
2 people
Explain the program and safety
Demonstrate quilting technique
2 people
Guide participants while cutting
3 people
Serve coffee break
2 people
Refill drinks
Guide participants while sewing
3 people
Serve dinner
3 people
Discuss projects
2 people
Demonstrate quilt layers
2 people
Guide participants through the finish
3 people
Photograph results
Check out participants
2 people

Aftercare

Collect work materials
3 people
Turn off sewing machines
2 people
Wash dishes
2 people
Collect waste
2 people
Clean work area
3 people
Put furniture back
3 people
Inventory materials
2 people
Return borrowed items
2 people
Clear away leftover food
Send participants' photos

What to bring

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

Furniture

Work tablesqty 6
Chairsqty 30
Registration desk
Clothes racksqty 2
Tableclothsqty 6

Quilting materials

Cutting matsqty 12
Patchwork rulersqty 12
Rolling Knivesqty 12
Fabric scissorsqty 24
Seam towersqty 12
Pin cushionsqty 12
Measuring tapesqty 12
Ironsqty 4
Ironing boardsqty 4
Sewing machinesqty 8
Machine feetqty 8
Wire cuttersqty 12
Thimblesqty 24
Dust clampsqty 120

Equipment

Extension cordsqty 10
Power stripsqty 10
Cable traysqty 6
Projector
Projection screen
Portable lampsqty 8

Tableware

Platesqty 30
Mugsqty 30
Glassesqty 30
Cutlery setsqty 30

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Serving traysqty 4
Soup bowlsqty 30
Serving spoonsqty 4

Cleaning

Waste binsqty 4
Hand broomsqty 2
Dustpan and brushqty 2
Bucketsqty 3
Mopsqty 3
Spongesqty 6

Catering

Groceries

Tips

Confirm the venue and reserve work tables before opening registration. Allow roughly one table space per participant for cutting and sewing, plus a separate registration desk and presentation area.
Choose the quilt pattern and order materials as soon as the participant count is known. Assemble each work kit with its printed pattern, fabric and required notions at least one week before the workshop.
Test every sewing machine, machine foot, iron and cutting tool before the event. Check extension cords, power strips and cable trays as well, so machines can be connected without creating trip hazards.
Send workshop information at least 7 days in advance. Include the start and finish time, what participants should bring, clothing or dietary details, and whether they need prior sewing experience.
Set up cutting stations, sewing machines and work packets before participants arrive. Keep irons and ironing boards in a defined area, and leave enough clearance around cutting mats for safe ruler and rotary-cutter use.

Frequently asked questions

How far in advance should I plan a quilt workshop?: Start planning at least 6 to 8 weeks before the workshop. Confirm the venue, instructor and quilt pattern first, then open registration once you know the available table and machine capacity.
How many sewing machines do I need for a quilt workshop?: Plan for one machine per participant if everyone will sew at the same time. If machines are shared, schedule groups of no more than 2 people per machine and allow extra time for changing turns.
When should I order materials for a quilt workshop?: Order fabric and other materials at least 3 to 4 weeks beforehand. This leaves time to check the delivery, prewash the fabrics, replace missing items and assemble the work kits.
What should I send participants before a quilt workshop?: Send the workshop information at least 7 days before the event. Include the timetable, venue details, parking or access instructions, required supplies, dietary questions and any preparation they must complete at home.

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