Story workshop checklist: what to arrange and when

A story workshop needs more than a programme and a room. You need confirmed registrations, dietary information, printed worksheets, working presentation equipment and enough writing materials at every table. Use this checklist to work backwards from the workshop date: confirm the venue and programme first, prepare participant information and supplies next, then set up the room and reception area on the day. The final steps cover introductions, the writing assignment and the first writing round.

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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 program and activities
2 people
Send invitations
Process registrations
Collect dietary requirements
Confirm registrations
Print participant list
Print worksheets
Do the shopping
2 people
Chill drinks
Check materials
2 people

Event

Open venue
2 people
Ventilate room
Set up tables and chairs
3 people
Connect projector and laptop
2 people
Set up flip charts
2 people
Place work materials at each table
2 people
Set up the reception table
Lay out name badges
Prepare coffee and tea
2 people
Receive participants
2 people
Explain the program and arrangements
Facilitate introductions
2 people
Explain the writing assignment
Facilitate the writing round
2 people
Set up coffee break
2 people
Serve coffee and snacks
2 people
Refill drinks
Lead the read-aloud exercise
2 people
Set up the dinner buffet
3 people
Serve dinner
3 people
Collect tableware and waste
2 people
Lead an in-depth writing exercise
2 people
Lead the storytelling round
2 people
Deliver closing remarks and thanks
See participants off
2 people

Aftercare

Clear tables and chairs
3 people
Wash dishes
2 people
Clean the venue
2 people
Pack equipment
2 people
Take out the trash
Store leftover groceries
Return borrowed materials
Send thank-you message to participants

What to bring

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

Furniture

Chairsqty 36
Tablesqty 6
Reception desk
Coat racksqty 2

Equipment

Projector
Projection screen
Laptop
HDMI cable
Extension cordsqty 3
Power stripsqty 3
Portable speaker

Workshop materials

Flip chartsqty 3
Flip chart standsqty 3
Markersqty 6
Ballpoint pensqty 40
Notebooksqty 36
Name badgesqty 40
Sticky notesqty 6
Index cardsqty 4
Kitchen timersqty 2
Masking tapeqty 4
Scissorsqty 4
Staplersqty 2
Staplesqty 2

Tableware

Drinking glassesqty 40
Coffee mugsqty 40
Platesqty 40
Cutlery setsqty 40
Serving plattersqty 8
Pouring jugsqty 4

Catering

Thermos flasksqty 3
Coolersqty 2
Tableclothsqty 6
Groceries

Decorations

Room signsqty 4

Cleaning

Waste binsqty 4
Broom
Dustpan and brushqty 2
Mop and bucket
Cleaning clothsqty 8

Tips

Confirm registrations before printing the participant list and worksheets. Collect dietary requirements at the same time, so refreshments and table arrangements are based on current information.
Test the projector, laptop, HDMI cable and power connections before participants arrive. Allow at least 30 minutes for setup, including time to position the screen and solve cable or adapter problems.
Place notebooks, ballpoint pens, sticky notes, index cards and any other work materials at each table before opening the room. Count one complete writing set per participant, plus a small spare supply.
Set up the reception table with the participant list and name badges before doors open. Keep coats and bags out of the workshop area by checking that coat racks are ready.
Prepare the first writing round before the workshop starts, including the explanation, timing and materials participants will use. Kitchen timers, flip charts and markers should be immediately accessible rather than stored in boxes.

Frequently asked questions

How far in advance should I organise a story workshop?: Confirm the date, location and programme several weeks before the workshop. Send invitations early enough to process registrations, collect dietary requirements and print the final participant list and worksheets after confirmations close.
How many worksheets and name badges do I need for a story workshop?: Prepare one worksheet and one name badge for every confirmed participant. Print a few extra worksheets and keep spare blank badges available for late changes or damaged materials.
What should I prepare the day before a story workshop?: Finish shopping, chill drinks and check all workshop materials the day before. Pack the projector, laptop, HDMI cable, extension cords and power strips together, and make sure the printed participant list and worksheets are ready.
How early should I arrive to set up a story workshop?: Arrive at least 60 minutes before participants are due. This gives you time to open and ventilate the venue, arrange tables and chairs, set up flip charts, connect the presentation equipment and prepare coffee, tea and the reception table.

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