Social media workshop checklist

A good social media workshop depends on more than a strong presentation. You need a clear programme, practical exercises, working Wi-Fi, compatible adapters and printed materials ready before participants arrive. This checklist takes you from choosing the room and confirming speakers to registration, equipment testing and the final welcome. Use it to work through the preparation in order and avoid the details that are often left until the last hour.

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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

Set the workshop date and room
Develop the program and learning objectives
2 people
Confirm speakers and guides
Create the registration form
Send invitations
2 people
Publish promotional posts
Process registrations
Collect dietary requirements
Update participant list
Send reminder to participants
Finalize presentations and worksheets
2 people
Prepare social media exercises
2 people
Test equipment in advance
2 people
Do the shopping
2 people
Print worksheets and name badges
2 people
Assemble participant folders
2 people
Set out drinks and snacks
2 people
Ventilate and check the room
Set up tables and chairs
3 people
Set up the projection screen and projector
2 people
Test the Wi-Fi and presentation laptop
2 people
Set up registration desk
2 people
Put up welcome sign and directional sign

Event

Welcome and register participants
3 people
Hand out name badges
2 people
Open and explain the workshop
2 people
Present social media strategy
2 people
Refill break drinks
2 people
Guide the content exercise
3 people
Cover questions and practical examples
2 people
Serve the buffet and drinks
3 people
Refill and clear the buffet
2 people
Lead campaign rehearsal
3 people
Analyze social media channels
2 people
Create personal action plans
2 people
Briefly present the results
2 people
Hand out feedback forms
Close the workshop and hand out materials
2 people

Aftercare

Switch off and pack up equipment
2 people
Collect and wash dishes
2 people
Collect and remove waste
2 people
Clean and restore the space
3 people
Return rented materials
Send thank-you note and follow-up materials
Collect and process feedback

What to bring

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

Furniture

Chairsqty 45
Tablesqty 8
Registration desk
Coat racksqty 2

Equipment

Projector
Projection screen
Presentation laptop
Participant laptopsqty 8
Portable speaker
HDMI adaptersqty 3
Extension cordsqty 4
Power stripsqty 6
Wi-Fi booster
Flip chart
Whiteboard

Kitchen

Coolersqty 3

Tableware

Reusable cupsqty 50
Platesqty 50
Cutlery setsqty 50
Serving plattersqty 8
Coffee cupsqty 30
Coffee potsqty 3
Water jugsqty 4

Decorations

Name badge holdersqty 45
Tableclothsqty 8
Welcome sign
Route signsqty 3

Lighting

Atmosphere lightsqty 4

Cleaning

Waste binsqty 4
Dish brushesqty 2
Microfiber clothsqty 8

Catering

Groceries

Tips

Set the programme and learning objectives before opening registration. Participants should know what they will learn, while speakers and guides need the final running order early enough to prepare their presentations and exercises.
Test the presentation laptop, projector, screen, Wi-Fi and HDMI adapters in the actual room at least one day before the workshop. Bring extension cords, power strips and a Wi-Fi booster if the room layout or signal requires them.
Close registration with enough time to update the participant list and collect dietary requirements. Send a reminder before the workshop with the start time, room directions and any request to bring a laptop.
Print worksheets and name badges before the setup period, then assemble one participant folder per attendee. Keep a few spare badges and copies available for late registrations or damaged printouts.
Arrive early enough to ventilate the room, arrange tables and chairs, set up the registration desk and place route signs. Put out drinks and snacks only after the room and equipment have been checked, so the welcome area stays clear.

Frequently asked questions

How far in advance should I plan a social media workshop?: Start planning at least 4 to 6 weeks before the workshop. This gives you time to set the learning objectives, confirm speakers, open registration, promote the session and prepare the exercises and worksheets.
When should I test the equipment for a social media workshop?: Test the projector, presentation laptop, Wi-Fi, speaker and HDMI adapters at least 1 day in advance, preferably in the workshop room. Repeat a quick check 30 to 60 minutes before participants arrive.
How many drinks and snacks do I need for a workshop?: Plan 2 to 3 drinks per participant for a half-day workshop, including water, coffee or tea. Provide at least 1 snack portion per person and confirm dietary requirements before shopping.
When should I send the workshop reminder?: Send the reminder 2 to 3 days before the workshop. Include the start time, room directions, what participants should bring, and any information about laptops or practical social media exercises.

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