Stamping workshop checklist: plan it step by step

A stamping workshop runs smoothly when the creative work is planned around the practical setup. Confirm the venue and date first, then build the programme, manage registrations, and prepare each workstation before participants arrive. You will need space for cutting mats, tools, stamp materials, examples, drying or testing areas, and refreshments. Allow time for sorting materials and checking every table, because missing one small tool can slow down an entire group.

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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

Confirm date and location
Develop the workshop program
Send invitations
Process registrations
Collect dietary requirements
Create the participant list
Confirm reservation
Prepare stamp designs
2 people
Check materials
2 people
Do the shopping
2 people
Sort materials
2 people
Cut worktops
2 people
Set out examples
Chill drinks

Event

Set up tables
3 people
Set out chairs
2 people
Set up workstations
3 people
Distribute materials per table
3 people
Set up catering
2 people
Set up the entrance and registration
2 people
Receive participants
2 people
Explain the workshop
Guide stamp design
3 people
Guide the stencil-cutting activity
3 people
Guide the stamp testing
3 people
Serve break snacks
2 people
Refill drinks
Guide free stamping
3 people
Let creations dry
Hand out the projects
2 people
Collect waste along the way

Aftercare

Collect materials
3 people
Clear tables and chairs
3 people
Wash dishes
2 people
Clean work area
3 people
Dispose of waste
Dry and store materials
2 people
Return borrowed items
Send thank-you message to participants

What to bring

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

Furniture

Tablesqty 6
Chairsqty 36
Coat racksqty 2

Equipment

Cutting matsqty 18
Utility knivesqty 18
Pencil sharpenersqty 18
Hair dryersqty 2
Extension cordsqty 4
Power stripsqty 6

Kitchen

Kettlesqty 2
Thermos flasksqty 3
Coolersqty 2

Tableware

Mugsqty 36
Glassesqty 36
Platesqty 36
Pastry forksqty 36
Teaspoonsqty 36
Serving bowlsqty 8
Serving plattersqty 4

Catering

Coffee potsqty 3
Water jugsqty 4
Serving traysqty 4

Decorations

Tableclothsqty 6
Name badgesqty 36
Welcome sign
Paper tapeqty 6
Chalkboardsqty 3

Workshop materials

Wood carving blocksqty 40
Eraser blocksqty 40
Linoleum panelsqty 40
Pencilsqty 40
Finelinersqty 24
Ink padsqty 24
Acrylic paintqty 12
Paint rollersqty 24
Brush setsqty 12
Mixing palettesqty 12
Apronsqty 36
Worksheetsqty 100
Practice paperqty 500
Drying racksqty 6
Sample stampsqty 20
Linocut setsqty 20
Coastersqty 36

Cleaning

Bucketsqty 3
Spongesqty 12
Cleaning clothsqty 24
Hand broomsqty 3
Dustpan and brushqty 3
Waste binsqty 4

Groceries

Groceries

Tips

Set a registration deadline several days before the workshop so you can create a participant list and collect dietary requirements before buying refreshments. Keep a few spare places or material sets if the venue allows.
Prepare one complete example station before the event. Test the wood carving blocks, eraser blocks, linoleum panels, pencils, fineliners, utility knives, and cutting mats together rather than checking them separately.
Set up workstations before arranging catering. Give each table its materials, cutting surface, and tools, then place examples where participants can see them without crowding the working area.
Plan the workshop in clear stages: introduce the process, guide the design, supervise stencil cutting, and leave time for stamp testing. A visible programme helps participants know when to stop drawing and start carving.
Do not leave drinks and registration until the last few minutes. Chill cold drinks and prepare coffee, tea, water, cups, and serving items before participants arrive, while keeping tools away from the catering area.

Frequently asked questions

How far in advance should I organise a stamping workshop?: Confirm the date and location at least 3 to 4 weeks ahead if participants need to register. Send invitations early enough to close registrations several days before the workshop, so you can finalise materials and dietary information.
How much time do I need to set up a stamping workshop?: Allow at least 90 minutes for the room setup, including tables, chairs, workstations, examples, registration, and catering. Add extra time if materials still need sorting, worktops need cutting, or the venue has limited access.
What should each stamping workshop workstation include?: Each station should have a suitable work surface, cutting mat, pencils, design materials, carving blocks or panels, and the tools needed for the planned activity. Prepare one full set in advance and keep spare tools available before participants arrive.
How many participants can one workshop leader manage?: Plan the group size around the number of workstations and the amount of individual cutting guidance required. For a hands-on session, one leader can usually give better support to around 8 to 12 participants than to a much larger group.

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