Singing workshop checklist

A singing workshop needs more than a teacher and a room. You also need a workable programme, clear participant information, reliable sound equipment and a smooth registration point. Plan food and dietary requirements before shopping, then test the microphones, keyboard and presentation setup before participants arrive. This checklist follows the practical order of preparation, from booking the room and teacher to welcoming the group and explaining the house rules.

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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 a room
Book teacher
Develop the program
Send invitations
2 people
Process registrations
Collect dietary requirements
Confirm registrations
Send participant information
Test the equipment
2 people
Check the shopping list
Do the shopping
2 people
Set up non-perishable supplies
Keep chilled products cool
Open room
2 people
Set up tables
3 people
Arrange chairs in semicircles
3 people
Set up registration desk
2 people
Set up sound equipment
2 people
Set up the piano or keyboard
2 people
Lay out worktops
2 people
Prepare coffee and tea
2 people
Prepare the lunch buffet
3 people
Brief reception team
2 people

Event

Register participants
3 people
Welcome and house rules
Lead the warm-up
2 people
Practice singing technique
2 people
Serve break drinks
2 people
Refill drinks
Rehearse the group repertoire
2 people
Serve the evening buffet
3 people
Collect tableware
2 people
Lead the singing
2 people
Support short performances
2 people
Give closing remarks and thanks
See participants off
2 people

Aftercare

Switch off equipment
2 people
Remove decorations and signage
2 people
Wash dishes
3 people
Clear tables and chairs
3 people
Collect waste
2 people
Clean the room
3 people
Check materials
2 people
Return borrowed materials
2 people
Send thank-you message

What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 45
Registration desk
Stoolsqty 4

Tableware

Reusable coffee cupsqty 50
Reusable drinking glassesqty 50
Reusable platesqty 50
Reusable cutleryqty 50
Serving plattersqty 8
Coffee potsqty 3
Thermos flasksqty 4

Equipment

Portable speaker
Wireless microphonesqty 2
Microphone standsqty 2
Keyboard
Keyboard stand
Music standsqty 4
Extension cordsqty 3
Power stripsqty 4
Rechargeable batteriesqty 8
Laptop
HDMI adapter
Timer

Kitchen

Cutting boardsqty 3
Chef's knifeqty 2
Bread knivesqty 2
Serving spoonsqty 6
Serving utensilsqty 6
Coolersqty 3
Kettleqty 2
Coffee filtersqty 100

Decorations

Name badgesqty 50
Pensqty 50
Program boardsqty 4
Direction arrowsqty 8
Clothespinsqty 30
Adhesive tapeqty 4
Markersqty 12

Catering

Groceries

Cleaning

Trash binsqty 4
Broom
Dustpan and brush
Mopqty 2
Bucketsqty 2
Rubber glovesqty 4
Towelsqty 8

Tips

Confirm the room layout before the day: semicircle seating, worktops, a registration desk and enough space for the teacher to move around. Set up the keyboard or piano where the whole group can see and hear it.
Test every microphone, the portable speaker, laptop, HDMI adapter and keyboard at least one day beforehand. Check extension cords, power strips and rechargeable batteries rather than assuming the equipment will work together.
Send participant information several days before the workshop, including the start time, access details, what to bring and when registration closes. Confirm registrations after processing them so late changes do not reach the reception team unexpectedly.
Collect dietary requirements before buying lunch and label suitable options at the buffet. Keep chilled products in coolers until serving, and prepare coffee and tea with enough reusable cups, glasses, plates and cutlery for the full group.
Open the room early enough to complete registration, seating and sound checks before the first participant arrives. Brief the reception team on the registration list, welcome message and house rules so the workshop can start on time.

Frequently asked questions

How far in advance should I book a singing workshop teacher?: Book the teacher as soon as the room and preferred date are known, ideally at least 6 to 8 weeks ahead. This leaves time to develop the programme, send invitations and process registrations.
When should I send singing workshop participant information?: Send it after registrations are confirmed and no later than 3 to 5 days before the workshop. Include the timetable, arrival instructions, food arrangements and anything participants need to bring.
How early should I arrive to set up a singing workshop?: Allow at least 90 minutes before the start time. You need time to arrange semicircle seating, set up the registration desk, test sound equipment and prepare coffee, tea and lunch.
How many microphones do I need for a singing workshop?: Plan microphones according to the programme: usually one for the teacher and one additional microphone for announcements or demonstrations. Test the exact number with the speaker, stands and batteries before the workshop day.

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