What to Buy for a Songwriting Workshop

A songwriting workshop needs more than notebooks and instruments. Plan the room setup, writing stations, audio equipment, refreshments, and shared tableware before participants arrive. This shopping list covers the practical items for a workshop with group discussion, writing exercises, music examples, and song-structure work. Check quantities against your attendance list, then allow extra supplies for late registrations, spills, and equipment failures.

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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
- Coffee - 1 kilo
- Tea - 2 boxes
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 3 liters
- Lemons - 6 pieces
- Still water - 12 liters
- sparkling water - 12 liters
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Orange juice - 6 liters
- Apple juice - 4 liter
- Bread - 6 loaves
- Whole wheat bread - 4 loaves
- Young cheese - 1,5 kilo
- Hummus - 6 tubs
- Chicken breast topping - 1 kilo
- Vegan toppings - 1 kilo
- Cream cheese - 6 tubs
- Butter - 500 grams
- Cucumbers - 6 pieces
- Tomatoes - 2 kilos
- Lettuce - 4 heads
- Bell peppers - 8 pieces
- Apples - 24 pieces
- Bananas - 24 pieces
- Grapes - 2 kilos
- Plain chips - 4 bags
- Paprika chips - 4 bags
- Mixed nuts - 1 kilo
- Cookies - 4 packs
- Muesli bars - 30 pieces
- Herb cheese - 4 tubs
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Paper napkins - 100 pieces
- Paper towels - 4 rolls
- Garbage bags - 20 pieces
- Dish soap - 1 bottle
- Toilet paper - 12 rolls

Tips

Set up one writing station per participant, with enough chairs and table space for handouts, drinks, and instruments. Add one spare place if the room allows it.
Plan coffee and tea for the full session, not just the arrival period. Use thermos flasks so hot drinks remain available during writing exercises and breaks.
Test the audio setup at least one day before the workshop. Check the laptop, mixer, speakers, microphone, cables, extension cords, and power strips together rather than separately.
Bring a backup for the main teaching equipment. A second audio cable, an extra power strip, and a charged recording device can prevent a short technical problem from stopping the session.
Buy or prepare tableware for the complete group before shopping for refreshments. Count mugs, glasses, plates, and cutlery by participant, then add 10% for replacements and shared use.

Frequently asked questions

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 a projector and screen if you will show music samples or explain song structure visually.
How many chairs and tables do I need for a songwriting workshop?: Provide one chair and one writing place per participant, plus at least one facilitator station. Allow about 60 centimetres of table edge per person so participants can write beside their handouts and drinks.
What should I buy for drinks at a songwriting workshop?: For a half-day session, plan at least two hot drinks per person, plus water or other cold drinks. Prepare the coffee maker, kettle, thermos flasks, mugs, glasses, serving trays, and enough waste capacity before participants arrive.
When should I test the equipment for a songwriting workshop?: Check the room and connect the audio and projection equipment at least one day beforehand. On the workshop day, allow 45 to 60 minutes for setup, sound testing, workstation preparation, coffee, and registration.

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