Songwriting workshop checklist

A songwriting workshop needs more than prompts and instruments. You need a room that supports both group discussion and quiet writing, working audio equipment, printed materials, and a clear timetable. Plan participant information and dietary requirements before the day, then check access, power and room layout in advance. On the day itself, leave time for registration, a writing warm-up, song structure guidance, breaks and a tidy pack-up.

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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 workshop space
Arrange access to the room
Send invitations
Process registrations
Collect dietary requirements
Send participant information
Create the program
Prepare writing assignments
Select music samples
Print handouts
Prepare name badges
Do the shopping
2 people
Charge equipment
Pack up materials
2 people
Check the space in advance
Set up tables and chairs
3 people
Connect equipment
2 people
Set up workstations
2 people
Prepare coffee and tea
2 people
Set up lunch
2 people

Event

Receive participants
2 people
Register attendance
Explain the program and arrangements
Guide writing warm-up
Explain song structure
Host the first writing assignment
Provide coffee break
2 people
Guide the second writing assignment
Serve lunch
2 people
Refill drinks
Lead the feedback round
Develop melodies
Set out drinks for the break
Present song ideas
Handle final questions
See participants off
2 people

Aftercare

Store leftovers safely
2 people
Switch off equipment
2 people
Put tables and chairs back
3 people
Collect waste
2 people
Wash dishes
2 people
Clean the room
2 people
Inventory materials
Return borrowed items
Send thank-you message

What to bring

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

Furniture

Work tablesqty 6
Chairsqty 24
Tableclothsqty 6

Equipment

Active speakersqty 2
Mixer
Microphoneqty 2
Microphone standsqty 2
Audio cablesqty 4
Extension cordsqty 3
Power stripsqty 3
Laptop
Projector
Projection screen
Acoustic guitarqty 2
Keyboard
Metronome
Audio recording recorder

Kitchen

Coffee maker
Kettle
Thermos flasksqty 3

Tableware

Mugsqty 24
Glassesqty 24
Platesqty 24
Cutlery setsqty 24
Serving traysqty 4

Decorations

Name card holdersqty 24
Table décorqty 6

Cleaning

Waste binsqty 3
Trash bag holdersqty 3
Washing-up tubsqty 2
Cleaning clothsqty 6

Catering

Groceries

Tips

Confirm room access at least one day before the workshop, including who can open the space and when equipment may be delivered. Check that there are enough tables, chairs and power outlets for every workstation.
Send the program and practical information before registrations close. Include the start time, arrival instructions, what participants should bring, lunch arrangements and a deadline for dietary requirements.
Test the complete audio setup before participants arrive: laptop, mixer, active speakers, microphone, cables and power strips. Play a music sample through the speakers and keep spare connection options available.
Prepare one printed handout set per participant, plus a small buffer of two or three extra copies. Put name badges, writing assignments and music samples at the workstations before registration begins.
Build the schedule around realistic writing blocks rather than filling every minute. Allow at least 15 minutes for arrival and attendance, a short warm-up, breaks, lunch and enough time to pack equipment and clear food waste.

Frequently asked questions

How long should a songwriting workshop be?: Allow at least 3 hours for a focused workshop with an introduction, writing warm-up, song structure guidance and one or two writing exercises. A full-day format needs breaks and a lunch period, usually totaling 6 to 8 hours.
What equipment do I need for a songwriting workshop?: Plan for a laptop, active speakers, mixer, microphone, microphone stands, audio cables, extension cords and power strips. Add an acoustic guitar, keyboard, metronome or recorder only if they are part of the exercises, and test everything before the workshop.
When should I send information to songwriting workshop participants?: Send the practical details 5 to 7 days before the session, after registrations are processed. Ask for dietary requirements at registration or no later than 3 days beforehand so lunch and drinks can be arranged.
How early should I set up a songwriting workshop?: Arrive 60 to 90 minutes before participants to arrange tables and chairs, connect equipment, prepare workstations, make coffee and tea, and check the projector or sound. Keep 15 minutes before the start as a buffer for technical problems.

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