Smartphone Workshop Checklist

A smartphone workshop needs more than a presentation and a few phones. You need a suitable room, confirmed instructors, working practice equipment, clear manuals, and a registration process that captures dietary requirements. Start by fixing the date and programme, then confirm people and materials before handling the room setup. This checklist follows the practical order: organise the workshop, prepare the teaching materials, test the technology, and get the room ready for participants.

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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
Set the date and program
2 people
Confirm instructors
Send invitations
2 people
Process registrations
Collect dietary requirements
Update participant list
Select workshop materials
2 people
Compile manuals
2 people
Prepare presentation
Test practice assignments
2 people
Reserve equipment
Check the shopping list
Do the shopping
2 people
Remind participants
Bundle materials
2 people
Open room
2 people
Set up tables and chairs
3 people
Set up the presentation equipment
2 people
Set up practice areas
3 people
Set out coffee and tea
2 people
Set up registration desk

Event

Receive participants
3 people
Register attendance
Explain the program
Explain the basic settings
2 people
Address safety and privacy
2 people
Supervise the coffee break
2 people
Refill drinks
Practice apps and messages
3 people
Practice photos and video calls
3 people
Set up the dinner buffet
3 people
Serve dinner
3 people
Clear away dishes
2 people
Moderate the Q&A
2 people
Provide personal assistance
4 people
Summarize key tips
See participants off
2 people

Aftercare

Switch off the equipment
2 people
Collect materials
3 people
Clear tables and chairs
3 people
Wash dishes
2 people
Collect waste
2 people
Clean the room
2 people
Return borrowed equipment
Clear away leftover groceries
Send thank-you message

What to bring

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

Furniture

Tablesqty 6
Chairsqty 26
Registration desk
Tableclothsqty 6

Equipment

Projector
Projection screen
Laptop
Speaker
Extension cordsqty 4
Power stripsqty 4
USB chargersqty 8
USB-C cablesqty 8
Lightning cablesqty 8
Phone standsqty 10
Wi-Fi booster
Power banksqty 6
HDMI cableqty 2
HDMI adapterqty 2
Internet modem

Tableware

Coffee cupsqty 26
Glassesqty 26
Platesqty 26
Cutlery setsqty 26
Serving utensilsqty 4
Water jugsqty 4

Kitchen

Coffee maker
Kettle
Thermos flasksqty 3
Coolersqty 2
Cutting boardsqty 2
Bread knivesqty 2
Serving plattersqty 6
Serving spoonsqty 4
Serving traysqty 4

Decorations

Name badgesqty 26
Pensqty 30
Presentation board
Flip chart
Flip chart sheetsqty 20
Markersqty 8
Tapeqty 2
Paper cutter
Badge holdersqty 26

Catering

Groceries

Cleaning

Cleaning clothsqty 8
Bucketsqty 2
Broom and dustpan
Vacuum cleaner

Tips

Set the date, programme, and instructors before sending invitations. Allow at least two weeks for registrations, then update the participant list as people reply.
Test every practice assignment on the phones and cables you will use. Do this at least three days before the workshop so you still have time to replace missing USB-C or Lightning cables.
Prepare one manual or materials bundle per participant, plus two spare sets. Label phone stands, chargers, and practice areas so participants can start without waiting for instructions.
Check the presentation setup in the actual room on the day before the workshop. Test the laptop, projector, projection screen, speaker, extension cords, power strips, and Wi-Fi booster together rather than separately.
Open the room 60 to 90 minutes before participants arrive. Set up the registration desk, tables, chairs, name badges, pens, coffee, tea, cups, glasses, and serving equipment before welcoming anyone.

Frequently asked questions

How far in advance should I plan a smartphone workshop?: Fix the date, programme, and instructors at least 3 to 4 weeks in advance. Send invitations about 2 weeks before the workshop, leaving enough time to process registrations and collect dietary requirements.
How many phones and chargers do I need for a smartphone workshop?: Plan one working phone or practice station per participant, unless the programme explicitly uses pairs. Prepare at least one USB-C cable and one Lightning cable for each relevant station, plus 2 spare cables of each type.
When should I test the projector and Wi-Fi for a smartphone workshop?: Test the laptop, projector, speaker, cables, power strips, and Wi-Fi booster at least 24 hours before the workshop. Repeat a quick connection check 60 to 90 minutes before participants arrive.
How early should I arrive to set up a smartphone workshop?: Arrive 60 to 90 minutes before the start time. That gives you time to arrange tables and chairs, prepare practice areas, set up the registration desk, bundle materials, and put out coffee and tea.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.