Singing workshop checklist

A singing workshop needs more than a teacher and a list of songs. You need a confirmed room, a clear participant list, working sound equipment and enough time for registration, warm-ups and breathing exercises. This checklist takes you from the first booking through room setup and the welcome at the door. Use it to assign responsibilities early, prepare the music and worksheets, and avoid last-minute problems with microphones, seating, drinks or dietary information.

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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 date and location
Assign teacher and chaperone
Send invitations
Process registrations
Collect dietary requirements
Check participant list
Prepare the program and songs
2 people
Prepare music files
Print worksheets and name tags
Do the shopping
2 people
Chill drinks
Ventilate room
Set up tables and chairs
3 people
Set up the piano or keyboard
2 people
Connect music equipment
2 people
Test microphones
2 people
Lay out worktops
Prepare coffee and tea
2 people
Set up the reception table

Event

Receive participants
2 people
Register attendance
Hand out name badges
Explain the workshop and safety rules
Lead warm-up exercises
2 people
Guide breathing exercises
2 people
Learn first song
2 people
Serve coffee and tea
2 people
Refill drinks
Practice the second song
2 people
Lead group singing
2 people
Lead the final performance
2 people
Thank participants

Aftercare

Switch off equipment
2 people
Pack music equipment
2 people
Wash dishes
2 people
Collect waste
2 people
Clean the room
3 people
Put tables and chairs back
3 people
Sort leftover materials
Return borrowed materials
2 people
Send participant information

What to bring

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

Furniture

Chairsqty 24
Tablesqty 4
Reception desk
Stoolsqty 2

Equipment

Keyboard
Keyboard stand
Microphonesqty 2
Microphone standsqty 2
Active speaker
Mixer
Audio cablesqty 4
Extension cordsqty 3
Power stripsqty 3
Laptop
Laptop stand
Music standsqty 6
Metronome

Tableware

Glassesqty 30
Mugsqty 30
Platesqty 30
Cutlery setsqty 30
Coffee potsqty 2
Water jugsqty 3

Kitchen

Kettleqty 2
Thermos flasksqty 3
Serving traysqty 3
Serving jugsqty 2
Cutting boardsqty 2
Bread knivesqty 2
Serving spoonsqty 3

Decorations

Name badgesqty 24
Tableclothsqty 4
Pensqty 30
Notepadsqty 24
Flip chart
Flipchart markersqty 4

Cleaning

Waste binsqty 3
Broom
Dustpan and brush
Mop
Bucket
Cleaning clothsqty 6

Catering

Groceries

Tips

Confirm the teacher, chaperone, date and location before sending invitations. Keep registrations open only until you have time to check the participant list and collect dietary requirements.
Prepare the programme, songs and music files several days before the workshop. Test every file on the laptop and bring printed worksheets and name tags rather than relying on a single screen.
Set up the keyboard, stands, microphones, mixer, active speaker and cables before participants arrive. Leave at least 30 minutes for a sound check, including microphone levels and power connections.
Plan the room around movement as well as seating. Arrange tables, chairs and worktops so participants can see the teacher, then ventilate the room before the welcome and again during a break if needed.
Prepare coffee, tea and water before registration starts. Chill drinks in advance, put mugs, glasses and serving equipment at the reception area, and keep a short list of dietary requirements with the person serving refreshments.

Frequently asked questions

How far in advance should I plan a singing workshop?: Confirm the date, location, teacher and chaperone at least 4 to 6 weeks ahead. Send invitations once those details are fixed, leaving enough time to process registrations and collect dietary requirements.
When should I test the microphones and keyboard?: Complete the full equipment test at least 30 minutes before participants arrive. Check the keyboard, microphones, mixer, speaker, laptop, cables, extension cords and power strips with the actual music files.
How many chairs and tables do I need for a singing workshop?: Provide one chair per registered participant, teacher and chaperone, plus 2 or 3 spare chairs. Add enough tables for worksheets, refreshments and reception, while leaving an open area for warm-ups and breathing exercises.
When should I prepare the workshop materials?: Finish the programme, song selection and music files several days before the event. Print worksheets and name tags at least one day ahead, then place them at the reception table before registration opens.

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